Office Manager and Administration Specialist

This is a dynamic opportunity to take on a leadership role in our office operations, ensuring a seamless and efficient working environment.

• Oversee daily office functions, guaranteeing that all aspects of the office are running smoothly.
• Ensure the office is well-stocked with supplies and equipment is properly maintained.
• Manage office maintenance tasks, including liaison with service providers for cleaning, repairs, and technical support.

Administrative Support:

• Provide administrative assistance to consultants and senior management, including scheduling appointments, organizing meetings, and preparing necessary materials.
• Coordinate travel arrangements for team members, including booking flights, accommodations, and transportation.
• Assist with preparing and processing documents, reports, presentations, and other materials as required.
• Manage incoming and outgoing communications, ensuring timely responses and follow-ups.

Team Coordination & Communication:

• Facilitate communication between departments and teams to ensure smooth collaboration on administrative tasks.
• Organize team meetings, prepare agendas, take meeting minutes, and follow up on action items.
• Manage the office calendar and schedule, ensuring meetings and events are coordinated with team priorities.
• Assist with coordinating team events, client meetings, or workshops, ensuring all logistics are arranged effectively.

Human Resources & Employee Support:

• Support HR activities, including the onboarding process for new employees, managing attendance records, and assisting with payroll-related matters.
• Maintain employee records, including vacation, sick leave, and other attendance data.
• Assist with organizing internal events, training sessions, or team-building activities.
• Ensure a positive and productive office culture by fostering an environment of open communication and teamwork.

Financial Administration:

• Assist with managing office finances, including tracking expenses and ensuring cost efficiency.
• Prepare and submit invoices, handle petty cash, and manage financial records related to office operations.
• Assist with organizing financial documents for auditing or reporting purposes as needed.

Procurement & Vendor Management:

• Oversee the procurement of office supplies, equipment, and services, ensuring they are acquired at the best value.
• Manage vendor relationships, negotiating contracts, reviewing services, and ensuring timely delivery.
• Maintain records of orders and inventory, ensuring all supplies are in stock and properly stored.

Client Interaction & Support:

• Serve as the first point of contact for clients visiting the office, ensuring a professional and welcoming atmosphere.
• Assist with coordinating client meetings, providing necessary support, and ensuring all arrangements are in place.
• Handle customer queries and concerns professionally and direct them to the appropriate team member when necessary.

Health & Safety Compliance:

• Ensure the office environment is compliant with health and safety regulations and procedures.
• Coordinate safety measures, including fire drills and office evacuation plans, to ensure employee well-being.
• Maintain first aid kits and ensure health and safety protocols are communicated and followed by office staff.

Record Keeping & Filing:

• Organize and maintain office records, both electronic and physical, ensuring they are up-to-date and easily accessible.
• Implement and manage filing systems, both for office administration and client documentation.
• Assist with preparing and managing contracts, reports, and other business documentation as needed.

• Education: Bachelor's degree in Business Administration, Office Management, or a related field.
• Experience: 5+ years of experience in office management, administration, or a similar role, preferably in a consultancy or corporate environment.
• Industry Expertise: Experience working in a consultancy, engineering, or professional services firm is a plus.

• Organizational Skills: Strong ability to manage multiple tasks, prioritize workloads, and keep office operations running smoothly.
• Communication Skills: Excellent written and verbal communication skills to interact with clients, vendors, and internal teams.
• Problem-Solving: Strong analytical skills to identify and resolve office-related issues or challenges effectively.
• Time Management: Ability to manage competing demands and prioritize tasks to meet deadlines.
• Software Proficiency: Proficient in office management software (Microsoft Office Suite, Google Workspace, etc.) and other administrative tools.
• Leadership & Teamwork: Strong leadership skills with the ability to manage a team and collaborate across departments effectively.
• Attention to Detail: High level of accuracy and attention to detail in all administrative tasks, from document preparation to scheduling meetings.
• Client-Focused: Ability to provide excellent customer service and maintain positive relationships with clients.

• Project Management Certification: PMP or similar certification is an advantage.
• Office Management Certifications: Any certifications in office management or administrative support are a plus.
• HR Certifications: Knowledge of HR processes or certifications (e.g., SHRM) is an added advantage.