Office Manager

Key Responsibilities:

Regulatory Compliance:

• Ensure strict compliance with all applicable local regulations, including health and safety standards, environmental guidelines, permits, and licenses.
• Regularly review policies and procedures to align with regulatory updates and maintain compliance records.
• Act as the point of contact for regulatory authorities during inspections and audits.

Office Operations:

• Oversee the smooth functioning of daily office operations to foster a productive and efficient working environment.
• Establish and implement systems to ensure the workplace remains organized, clean, and conducive to employee performance.
• Monitor office supplies, equipment maintenance, and general workplace needs, ensuring uninterrupted operations.

Vendor and Building Management:

• Build and maintain strong relationships with vendors, contractors, and service providers to support operational needs.
• Serve as the main liaison with building management for facility-related matters, including maintenance, repairs, and security arrangements.
• Negotiate contracts and service agreements to ensure quality and cost-effectiveness.

Administrative and HR Support:

• Provide comprehensive administrative support, including scheduling, documentation, and coordination of office activities.
• Assist in human resources functions, such as onboarding new employees, maintaining staff records, and supporting team engagement initiatives.
• Support management with confidential tasks and handle sensitive information with discretion.

Budget and Cost Management:

• Develop and manage office-related budgets, including initial setup and ongoing operational expenses.
• Monitor spending to ensure cost-efficiency and recommend cost-saving strategies without compromising quality.
• Prepare financial forecasts for office needs and submit regular updates to senior management.

Finance Reporting:

• Process and track expenditures, ensuring timely payment of invoices and compliance with internal financial policies.
• Prepare detailed financial reports on office setup, operational costs, and budget utilization for submission to the finance department.
• Collaborate with finance teams to ensure accurate reconciliation of office-related expenses.

Qualifications:

• Proficient in English, with excellent written and verbal communication skills.
• At least 7 years of proven experience in a similar Office Manager role, demonstrating the ability to lead and manage operational functions effectively.
• Strong organizational and leadership skills, with the capacity to manage office matters for a team of approximately 20 staff members.
• Well-versed in visa and work permit processes, with the ability to navigate and manage documentation for local and international staff.
• Proficient in using office management tools, software, and technology to streamline operations.
• Strong problem-solving skills with a proactive and adaptable approach to challenges.
• Ability to work independently and collaborate effectively with diverse teams.