The Secretary/Office Manager will serve as the core operational hub for our office, ensuring efficient and smooth day-to-day operations. This role encompasses a wide range of responsibilities, from office maintenance and supplies management to organizing meetings and supporting the team administratively. The successful candidate will be proactive, detail-oriented, and adept at multitasking, with a strong ability to coordinate various tasks effectively.

Key Deliverables

• Coordinate and manage all aspects of office operations, including maintenance, mailing, supplies, equipment, and repairs.
• Schedule and organize meetings, appointments, and office events with stakeholders and government entities, including managing logistics for boardroom and meeting room bookings.
• Oversee office layout, order stationery and equipment, and ensure the office environment is maintained to high standards.
• Liaise with HR to update office policies, organize files, and assist in the onboarding process for new hires.
• Manage negotiations with vendors and service providers, ensuring cost-effective contracts.
• Handle mail and package deliveries, including the coordination of outgoing mail.
• Address employee queries regarding office management issues and liaise with facility management vendors (cleaning, catering, security).
• Plan and organize in-house or off-site activities, ensuring the office operates smoothly and efficiently.
• Manage inventory of office supplies and ensure compliance with budget constraints.
• Perform receptionist duties, greet visitors, and manage incoming and outgoing communications.
• Develop and implement office policies and procedures to improve efficiency.
• Assist with travel arrangements (flights, hotels) and organize logistics for office visits, including transportation and meals.
• Identify opportunities for process improvements and implement new systems to enhance office management.
• Provide administrative support as needed, including scheduling, research, and report creation.

C. Qualifications and Requirements

Secretary/Office Manager requirements and skills:

• Proven experience in an Office Manager, Front Office Manager, or similar administrative role.
• Strong knowledge of office administration responsibilities, systems, and procedures.
• Proficiency in MS Office suite (Word, PowerPoint, Excel, Outlook) and familiarity with office equipment.
• Experience with email scheduling tools and virtual meeting platforms (MS Teams, Zoom).
• Experience with managing budgets and record keeping.
• Excellent time management, multitasking, and prioritization skills.
• Keen attention to detail with strong problem-solving abilities.
• Exceptional written and verbal communication skills.
• Strong organizational skills, capable of working in a fast-paced environment.
• A creative thinker with the ability to suggest and implement improvements.

Education & Experience Requirements:

• Diploma or Bachelor’s degree in any related field
• Minimum 2 years’ experience in a Secretary/Office Manager role