We are looking for an office manager for a 4 months' contract till end of December 2024.
Space Management:
Office Layout Maintenance : Maintain the condition of office space layout to ensure a comfortable and productive environment for employees.
Locker Allocation : Manage the assignment and relocation of lockers, ensuring that employees have appropriate storage spaces.
Storage Allocation : Manage the assignment and relocation of shared cabinets, ensuring that teams have appropriate storage spaces.
Space Optimization : Identify opportunities to make better use of available space, such as through the adoption of hot-desking, open-plan offices, or collaborative work areas.
Compliance : Ensure that the office layout complies with safety regulations and accessibility standards.
Hospitality Services:
Reception Management : Oversee the reception area to ensure visitors are greeted professionally and courteously. This includes managing front desk staff and handling visitor logs.
Client and Guest Services : Arrange for refreshments, meeting room setups, and other hospitality needs for clients and visitors.
Employee Amenities : Ensure that amenities such as coffee machines, snack areas, and common spaces (eg, Nursing/Prayer rooms, etc) are well-maintained and stocked.
Security and Safety:
Access Control : Manage security systems, including QR accesses and biometric access controls, to ensure only authorized personnel enter restricted areas.
Surveillance Systems : Oversee the installation, maintenance, and monitoring of CCTV cameras and other security systems (only as needed)
Emergency Procedures : Develop and implement emergency response plans, including fire drills, evacuation procedures, and first aid readiness.
Health and Safety Compliance : Ensure the office complies with first aid health and safety regulations.
Cleanliness Standards : Maintain high standards of cleanliness throughout the office, including workstations, restrooms, pantries, and common areas, etc.
Cleaning Staff Supervision : Manage the cleaning staff or external cleaning services, ensuring they follow schedules and meet cleanliness standards.
Waste Management : Oversee waste disposal and recycling programs to ensure environmental compliance and office hygiene.
Inventory Management : Maintain an inventory of office supplies, including stationery, kitchen supplies, and other essential items.
Ordering and Stocking : Ensure timely ordering and restocking of supplies to prevent shortages. Negotiate with suppliers for the best rates and terms.
Asset Tracking : Keep track of office equipment and furniture, ensuring they are well-maintained and accounted for.
Budget Management : Manage the budget for office supplies and equipment, ensuring cost-effectiveness and efficiency.
Repairs and Maintenance:
Routine Maintenance : Schedule and oversee regular maintenance of office facilities, including HVAC systems, plumbing, and electrical systems, etc.
Repairs : Coordinate prompt repairs of any office equipment or infrastructure issues to minimize downtime and disruptions.
Vendor Management : Liaise with external service providers and contractors for maintenance and repair work, ensuring quality and timely service.
Preventive Maintenance : Implement preventive maintenance programs to reduce the likelihood of equipment failure and costly repairs.
Builder Management Works:
Construction Coordination : Manage relationships with builders and contractors for any office renovation or construction projects.
Project Management : Oversee the planning, execution, and completion of building projects, ensuring they are completed on time and within budget.
Regulatory Compliance : Ensure all construction work complies with building codes, safety regulations, and company policies.
Quality Control : Monitor the quality of work done by builders and contractors, ensuring it meets the required standards.
Workspace Customization : Coordinate customizations and modifications to the office space to suit specific business needs and employee requirements.
Events Management:
Event Planning : Organize events by coordinating with internal and external stakeholders.
Budgeting : Develop and manage event budgets, ensuring expenses stay within limits by negotiating with vendors for the best rates.
Venue Selection : Research and secure venues, considering factors like capacity, location, and amenities to meet event needs.
Logistics Coordination : Oversee logistics, including setup and availability of necessary materials.
Catering and Refreshments : Organize catering that meets attendees' dietary needs, ensuring timely delivery and setup.
On-the-Day Management : Ensure smooth event execution by managing schedules, troubleshooting issues, and coordinating with vendors.
Post-Event Activities : Conduct evaluations, gather feedback, and handle follow-up tasks.
Vendor Management and Coordination
Vendor Sourcing: Identify and evaluate vendors for office needs by conducting market research to find those offering the best price, quality, reliability, and service.
Contract Negotiation: Secure favorable terms with vendors, ensuring clear agreements on pricing, delivery, scope, deadlines, and SLAs.
Relationship Management: Maintain strong, open communication with vendors to ensure responsiveness, flexibility, and reliability.
Performance Monitoring: Regularly assess vendor performance, addressing quality, timeliness, and reliability issues promptly.
Problem Resolution: Serve as the main contact for resolving vendor-related issues, minimizing disruptions to operations.
Cost Management: Review invoices and statements to ensure accurate billing, consolidating purchases or negotiating discounts where possible.
Compliance and Risk Management: Ensure vendor adherence to company policies and legal standards, regularly reviewing compliance and mitigating risks.
Vendor Database Maintenance: Keep an organized database of vendor details, contracts, performance records, and payment history for easy reference and relationship tracking.
Qualifications Key Requirements:
Min 3 years experience in similar roles and capacity.
Interpersonal Skills: The candidate must have a friendly demeanor and high emotional intelligence, enabling effective collaboration with various internal and external stakeholders. While formal qualifications are not a primary concern, the emphasis will be on effective (written and verbal) communication and operational capability, essential for managing nuances.
Attention to Detail: A keen eye for detail is particularly important from a space management perspective.
Comfort with Specific Tasks: The candidate should be comfortable with tasks related to alcohol service, which is common in our events.
Flexibility and Adaptability: The candidate should be flexible and adaptable to quickly adjust to changing priorities.
Success Metrics: The ideal candidate will have a hospitality mindset, with key success metrics focused on enhancing stakeholder satisfaction and completing daily operational requirements.
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