Office Manager

Description

Purpose

Office Manager performs a variety of administrative and clerical tasks. Duties include 

providing support to managers and employees, assisting with daily office needs and managing 

the company’s general administrative activities.

Responsibilities:

• Manage executives' schedules, appointments, and travel arrangements, ensuring effective time management and optimal use of resources.
• Act as a point of contact between executives and internal/external stakeholders, professionally representing the company and the executive team.
• Provide administrative support to the team and department.
• Perform data-entry, documentation, printing and filing duties.
• Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents
• Perform some research duties as and when required by the team.
• Assist on any tasks as required.
• Support office staff in daily admin roles
• Welcoming and signing in visitors
• Receiving and distributing mail 
• Receive FedEx & UPS packages
• Submitting office maintenance request to the building maintenance
• Forward answering service calls to the appropriate team member
• Keep team member phone list up to date
• Set up for monthly office lunches
• Scan and send all legal notices to the legal team
• Answering calls, transferring calls and taking messages
• Ordering and tracking office inventory  
• Manage executives' schedules, appointments, and travel arrangements, ensuring effective time management and optimal use of resources.
• Act as a point of contact between executives and internal/external stakeholders, professionally representing the company and the executive team.
• Prepare  and edit correspondence, reports, presentations, and other documents for executives, ensuring accuracy and timeliness.
• Organize and maintain executive files and records, both physical and electronic, in accordance with company policies and procedures.
• Coordinate and plan meetings, conferences, and other events, including arranging venues, preparing materials, and managing attendee lists.
• Attend meetings with or on behalf of executives, taking notes, and providing follow-up support as needed.
• Manage and track expenses and reimbursements for executives, ensuring timely and accurate submission and adherence to company policies.
• Assist with special projects, research, and other tasks as assigned by executives.

Requirements

Requirements:

• Min 2 years relevant experience in a similar role
• Customer service driven with good written and verbal communication and interpersonal skills
• Proactive, take initiative and well organized.
• Able to work well under pressure.
• Attention to detail
• Ability to multi-task and work independently as well as in a team.
• Proficiency in MS Office applications (Excel, Word etc.) is a must.
• Strong organizational and time management skills, with the ability to multitask, prioritize tasks, and meet deadlines.
• High level of discretion and confidentiality, with the ability to handle      sensitive information professionally and responsibly.
• Detail-oriented and proactive, with a strong sense of initiative and problem-solving abilities.
• Excellent interpersonal skills, with the ability to work collaboratively in a team environment and establish rapport with diverse individuals.
• Ability to adapt to changing priorities and work effectively under pressure.
• Willingness to take on additional responsibilities and learn new skills as needed.