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.
Housekeeping:
- 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.
Storekeeping:
- 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.
