Office Manager
Anonymous Employer
2d ago
source : Jobberman

Job Summary

The Office Manager will organize and coordinate office administration and procedures

  • Minimum Qualification : Degree
  • Experience Level : Mid level
  • Experience Length : 3 years
  • Job Description

    Office Manager JobDescription

    The OfficeManager will organize and coordinate office administration and procedures, inorder to ensure organizational effectiveness, efficiency and safety.

    The OfficeManager is responsible for developing intra-office communication protocols,streamlining administrative procedures, inventory control, office staffsupervision and task delegation.

    An Energeticprofessional who doesn't mind wearing multiple hats, experienced in handling awide range of administrative and executive support related tasks and able towork independently with little or no supervision.

    Well organized, flexible andenjoy the administrative challenges of supporting an office of diverse people.

    Responsibilities :

  • Point person for maintenance, mailing, shipping,supplies, equipment, bills and errands
  • Organize and schedule meetings and appointments
  • Partner with HR to maintain office policies as necessary
  • Organize office operations and procedures
  • Coordinate with IT department on all office equipment
  • Manage relationships with vendors, service providers andlandlord, ensuring that all items are invoiced and paid on time
  • Manage contract and price negotiations with officevendors, service providers and office lease
  • Provide general support to visitors
  • Responsible for creating PowerPoint slides and makingpresentations
  • Manage executives' schedules, calendars and appointments
  • Responsible for managing office services by ensuringoffice operations and procedures are organized, correspondences are controlled,filing systems are designed, supply requisitions are reviewed and approved andthat clerical functions are properly assigned and monitored
  • Establish a historical reference for the office byoutlining procedures for protection, retention, record disposal, retrieval andstaff transfers
  • Ensure office efficiency is maintained by carrying outplanning and execution of equipment procurement, layouts and office systems
  • Responsible for developing and implementing officepolicies by setting up procedures and standards to guide the operation of theoffice
  • Ensure that results are measured against standards,while making necessary changes along the way
  • Allocate tasks and assignments to subordinates andmonitor their performance
  • Assign and monitor clerical, administrative andsecretarial responsibilities and tasks among office staff
  • Perform review and analysis of special projects and keepthe management properly informed
  • Determine current trends and provide a review tomanagement to act on
  • Responsible for recruiting staff for the office andproviding orientation and training to new employees
  • Ensure top performance of office staff by providing themadequate coaching and guidance
  • Remain updated on technical and professional knowledgeby attending educational workshops, joining professional associations, buildingnetworks with fellow professionals and reviewing of industry publications
  • Responsible for ensuring office financial objectives aremet by preparing annual budget for the office, planning the expenditures,analyzing variances and carrying out necessary corrections that may arise
  • Participate actively in the planning and execution ofcompany events
  • Responsible for developing standards and promotingactivities that enhance operational procedures
  • Allocate available resources to enable successful taskperformance
  • Coordinate office staff activities to ensure maximumefficiency
  • Evaluate and manage staff performance
  • Recruit and select office staff
  • Organize orientation and training of new staff members
  • Coach, mentor and discipline office staff
  • Design and implement filing systems
  • Ensure filing systems are maintained and current
  • Establish and monitor procedures for record keeping
  • Ensure security, integrity and confidentiality of data
  • Design and implement office policies and procedures
  • Oversee adherence to office policies and procedures
  • Analyze and monitor internal processes
  • Implement procedural and policy changes to improveoperational efficiency
  • Prepare operational reports and schedules to ensureefficiency
  • Coordinate schedules, appointments and bookings
  • Monitor and maintain office supplies inventory
  • Review and approve office supply acquisitions
  • Handle customer inquiries and complaints
  • Manage internal staff relations
  • Maintain a safe and secure working environment
  • Requirements :

  • Proven office management, administrative or assistantexperience
  • Knowledge of office management responsibilities, systemsand procedures
  • Excellent time management skills and ability tomulti-task and prioritise work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • Knowledge of accounting, data and administrativemanagement practices and procedures
  • Knowledge of clerical practices and procedures
  • Knowledge of human resources management practices andprocedures
  • Knowledge of business and management principles
  • Computer skills and knowledge of office softwarepackages
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