Office Manager

The main task of an Office Manager is to ensure the smooth running of the office by managing day-to-day office operations related to Facility Management, IT/Technology Management, Reception Management, and Compliance Management, including HR and Finance-related tasks, and Administrative tasks for the Management Board.

FACILITY MANAGEMENT:

1. Ensure proper maintenance of office equipment and facilities. Coordinate repairs and maintenance services and plan and conduct requisitions as needed.
2. Oversee the security of the office premises. Manage the company access cards, from card inventory to the programming of cards, managing the cancellation of lost cards, as well as monitoring usage.
3. Maintain office layout and capacity, ensuring that employee-to-desk ratio is kept at manageable levels. This includes monitoring and managing office noise levels, as well as resolving conflicts on usage of facilities like meeting rooms.
4. Implement health and safety procedures. Coordinate safety drills and training with Building Administration, ensuring the office complies with health and safety regulations.
5. Maintain inventory of office supplies, ensuring that all supplies are kept at reasonable levels to ensure smooth daily operations. Requisition supplies according to approved budgets.
6. Manage DU account and mobile devices, ensuring continuous service and immediate resolution of issues.

IT/TECHNOLOGY MANAGEMENT:

1. Oversee the office's IT infrastructure and coordinate with IT support on the server and the office’s integration with global systems.
2. Manage office software and hardware inventory, including requisitioning new hardware for new joiners, replacement hardware for outdated devices, and renewing software requirements and licenses. Negotiate corporate rates with hardware and software providers.
3. Troubleshoot minor technical issues and manage larger IT issues, raising them with global IT based on a proper assessment. Monitor IT support expenses.
4. Manage and maintain Teambox, ensuring the system is up to date and compliance by all users, while providing support for Teambox-related issues.
5. Manage and maintain the Global Persotool, ensuring it is regularly updated and data is continuously synchronized with Workday.
6. Manage and maintain HOC ME content on WeNet, ensuring that all necessary information on HR and IT policies and procedures are regularly checked and updated on the system.
7. Manage Group-wide IT Security protocols, ensuring compliance by all employees to the SoSafe E-Learning requirements.

IT/TECHNOLOGY MANAGEMENT – WORKDAY-RELATED:

1. Manage all programming and maintenance-related issues on Workday, ensuring proper compliance and coordination with the global Workday programming and maintenance team.
2. Conduct minor software troubleshooting. Raise major troubleshooting requirements with the global IT team. Monitor IT support expenses related to Workday.
3. Ensure the smooth synchronization of Workday and Teambox. Troubleshoot minor synchronization problems and raise major troubleshooting requirements with the global IT Team. Monitor IT support expenses.

COMPLIANCE MANAGEMENT:

1. Maintain and manage company legal documents filing and renewal on time for all entities; including trade license, establishment card, office lease, tenant issues, D3 office requirements, and requesting good standing certificates.
2. Manage and ensure employee compliance on Teambox for individual timesheets.

HR-RELATED FUNCTIONS:

1. Conduct operational onboarding for all new joiners to induct them on Workday, Teambox, WeNet, SoSafe eLearning, Box.com, and IT protocols.
2. Create a Serviceplan system access for all new joiners and a Teambox account for them.
3. Oversee coordination with the corporate health insurance provider on monthly actions of deletions, additions, and financial reconciliations.
4. Coordinate the entire CICC-OFF process, ensuring compliance with global requirements and protocols, and that all local attendees have necessary documents to travel.
5. Manage all employee travels for company-related events and trainings, coordinating with travel agencies for visa, transportation, and accommodation requirements.
6. Manage all logistic arrangements for company activities in close coordination with HR Management.

FINANCE-RELATED FUNCTIONS:

1. Prepare and get all necessary approvals for purchase orders on all office-related expenses.
2. Prepare a monthly report on salary increments, promotions, resignations, and other compensation-related changes for finance planning and implementation.

RECEPTION MANAGEMENT:

1. Oversee day-to-day work of the Administrator.
2. Manage the day-to-day schedule of the Company Driver.
3. Ensure proper protocols at reception for visitors, deliveries, and meeting room bookings and scheduling.
4. Manage office cleaning and maintenance with third-party suppliers and the designated Office Boy.

ADMINISTRATIVE SUPPORT FOR MANAGEMENT BOARD:

1. Manage agendas/appointments for senior management.
2. Assist senior management with required paperwork, documentation, and third-party coordination.

Requirements:

1. Bachelor’s degree in a related field.
2. A minimum of 5 years of professional experience in office management and administration.
3. Demonstrable experience with administrative and office-related work.
4. Knowledge of basic IT protocols.
5. Experience with office-related systems.
6. Very strong writing and speaking skills; highly flexible and open-minded; excellent interpersonal skills; strong sense of responsibility; high level of internal and external service orientation; assertive and resilient.