The Senior Office Manager is a pivotal role responsible for ensuring a professional workplace and the efficient functioning of the office through effective office management, human resources administration, communications, travel coordination, and budget preparation.
Primary Responsibilities and Accountabilities:
Office Management
- Manage administrative and operational functions to ensure efficient office operations.
- Develop and oversee administrative policies and procedures for the office.
- Review and improve operating practices and procedures.
- Manage office equipment and facilities.
- Source suppliers, negotiate terms, and manage purchasing and inventory of supplies.
- Manage the office budget, track expenses and ensure cost-effective operations.
- Monitor expenditures and identify cost-saving opportunities.
- Develop and maintain an organised filing system for the office.
- Archive files and documents according to company policies and legal requirements.
- Participate as needed in special projects.
HR Administration
- Maintain employee records and manage HR documentation.
- Guide employees regarding Company policies, values, HR programs and assist in monitoring for compliance.
- Coordinate and oversee implementation of all internal and external training as required.
- Identify and manage training providers as required.
- Assist in the recruitment processes including job postings and interview scheduling.
- Facilitate the onboarding process for new employees, including preparing workstations and necessary equipment.
Communications
- Manage internal communications to ensure information flow in the office.
- Handle external communications and act as a liaison with Clients and Management.
- Ensure organisational initiatives and projects are successfully communicated to employees and stakeholders.
- Coordinate communication efforts during crisis situations.
Travel Coordination
- Manage travel plans for employees, including flights, accommodations, and transportation.
- Manage travel-related documentation and reimbursements.
- Manage the travel budget and ensure that all travel arrangements are motivated and approved by the Managing Director.
Requirements:
Education and Certification:
- Bachelor’s degree in business administration, Management or a related field.
- Certificate in HR will be an advantage.
Professional Experience
- Minimum of 5 years of experience in office / administration management, HR administration, or related roles.
- Proven experience in managing budgets and financial planning.
- Experience in handling corporate communications and all meetings, functions and group dinner arrangements.
- Organised and with experience in taking meeting minutes and setting agendas.
- Good experience in coordinating global travel itineraries for multiple individuals. (Desirable)
Competencies Required
- Strong organisational and time management skills.
- Excellent verbal and written English communication skills.
- Ability to maintain confidentiality and handle sensitive information.
- Strong problem-solving skills and attention to detail.
- Ability to work independently and manage multiple tasks simultaneously.
- Proficiency in Microsoft Office Suite. (Desirable)
