Full Time
Posted 2 weeks ago
Pillars Recruitment

Personal Assistant to the chairman

Job Description:

  • Office Manager Job Description

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety.The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision and task delegation.
Energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.


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 and landlord, ensuring that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers and office lease
Provide general support to visitors
Responsible for creating PowerPoint slides and making presentations
Manage executives’ schedules, calendars and appointments
Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
Ensure that results are measured against standards, while making necessary changes along the way
Allocate tasks and assignments to subordinates and monitor their performance
Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
Perform review and analysis of special projects and keep the management properly informed
Determine current trends and provide a review to management to act on
Responsible for recruiting staff for the office and providing orientation and training to new employees
Ensure top performance of office staff by providing them adequate coaching and guidance
Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications
Responsible for ensuring office financial objectives are met 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 of company events
Responsible for developing standards and promoting activities that enhance operational procedures
Allocate available resources to enable successful task performance
Coordinate office staff activities to ensure maximum efficiency
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 improve operational efficiency
Prepare operational reports and schedules to ensure efficiency
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

Job Requirements

Proven office management, administrative or assistant experience
Knowledge of office management responsibilities, systems and procedures
Excellent time management skills and ability to multi-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 administrative management practices and procedures
Knowledge of clerical practices and procedures
Knowledge of human resources management practices and procedures
Knowledge of business and management principles
Computer skills and knowledge of office software packages
Office Manager key skills & proficiencies:
Analysis and Assessment
Problem Solving
Decision Making
Planning and Organization
Time Management
Attention to Detail
Developing Standards
Process Improvement
Inventory Control
Supply Management

Job Features

Job CategoryAdministration-General
Job LevelSenior Managers , Directors & Executives
Reporting toCEO
Exp. Required10+

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