Office Manager

Role & responsibilities

A. Office Administration & Facilities Management

• Manage the day-to-day functioning of the office and ensure a well-organised and professional working environment.
• Oversee office maintenance, housekeeping, utilities, equipment, and other facility-related requirements.
• Coordinate office space, seating arrangements, furniture, and infrastructure requirements.
• Ensure the availability of office supplies, stationery, and other essential materials.
• Maintain records of office assets, equipment, inventory, and related expenses.
• Coordinate office repairs, maintenance, and facility-related services.

B. Vendor Management & Procurement

• Identify, evaluate, and coordinate with vendors for office rent, furniture, vehicles, housekeeping, maintenance, and other administrative requirements.
• Obtain quotations, compare costs, and submit recommendations to management for approval.
• Maintain vendor records, agreements, invoices, and payment documentation.
• Monitor vendor performance and ensure timely delivery of services.
• Assist in negotiating commercial terms and maintaining cost-effective vendor relationships.
• Coordinate with the Finance Department for invoice verification and payment processing.

C. Transport & Travel Coordination

• Coordinate vehicle requirements for employees, management, and project-related activities.
• Identify and maintain relationships with transport vendors.
• Arrange local transportation, accommodation, and travel bookings as required.
• Maintain records of vehicle usage, bills, invoices, and travel-related expenses.
• Ensure that transport arrangements are made in accordance with company policies and approved budgets.

D. Employee & Project Support

• Coordinate with HR and project teams regarding employee onboarding, joining arrangements, and administrative requirements.
• Assist in arranging office access, seating, equipment, and other facilities for new employees.
• Coordinate with project personnel to understand and fulfil their administrative requirements.
• Support the movement of office equipment, documents, and other resources when required.
• Maintain effective communication between the corporate office and project locations for administrative matters.

E. Documentation & Record Management

• Maintain organised records of vendor agreements, rental agreements, purchase orders, invoices, bills, and other administrative documents.
• Ensure proper filing and safekeeping of company records, both physical and electronic.
• Track the validity and renewal dates of rental agreements, service contracts, insurance documents, and other administrative agreements.
• Maintain registers for office assets, inventory, maintenance, and administrative expenses.
• Ensure that documents are readily available for internal reviews, audits, and compliance requirements.

F. Budgeting & Expense Management

• Monitor routine office and administrative expenses.
• Maintain records of office expenditure and submit periodic expense reports to management.
• Assist in preparing administrative budgets and tracking expenses against approved budgets.
• Identify opportunities to optimise costs without compromising operational efficiency.
• Ensure that all purchases and expenses are supported by appropriate approvals and documentation.

G. Compliance & Workplace Management

• Ensure that office administration practices are aligned with company policies and procedures.
• Coordinate with relevant departments for the maintenance of statutory, contractual, and administrative records, as applicable.
• Support management during internal audits and administrative reviews.
• Ensure that workplace facilities are maintained in a safe, clean, and professional condition.
• Escalate administrative issues, vendor concerns, and operational risks to management in a timely manner.

Preferred candidate profile

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.
• 5-8 years of relevant experience in office administration, facilities management, or office operations.
• Experience in vendor management, procurement coordination, office maintenance, and expense tracking.
• Prior experience in an engineering consultancy, infrastructure, construction, or project-based organisation would be an advantage.
• Proficiency in MS Office, particularly Excel, Word, and Outlook.
• Experience in maintaining administrative records, preparing reports, and coordinating with multiple stakeholders.

interested candidates can call on [phone removed] or can forward their resumes on [email removed]