Office Manager

Introduction

The Office Manager is responsible for ensuring the effective, professional, and seamless operation of the Company’s office environment. This is a demanding, high-pressure, and service-orientated position requiring a capable all-rounder who can balance competing priorities, support executives and employees, coordinate office and fleet activities, and resolve operational issues proactively.

The successful candidate must be a confident self-starter who takes full ownership of the office environment, anticipates operational requirements, identifies problems before they escalate, and acts without waiting for continuous direction. The role requires sound judgement, resilience, strong leadership qualities, cultural awareness, and the ability to work effectively with a diverse range of internal and external stakeholders.

Duties & Responsibilities

2.1 Office Operations Management

• Take overall responsibility for the day-to-day administrative and operational management of the office.

• Ensure that the office remains professional, organised, adequately resourced, and fully operational at all times.

• Proactively identify office requirements, operational risks, and service-delivery gaps, and implement appropriate solutions.

• Develop, maintain, and improve office procedures, administrative systems, checklists, and controls.

• Monitor daily office activities and follow through on outstanding matters without requiring continuous supervision.

• Manage multiple priorities and respond effectively to urgent or changing operational requirements.

• Act as the central point of coordination for office-related queries, requests, and operational issues.

• Ensure effective coordination between the main office, warehouse, and other Company locations.

2.2 Executive and Internal Stakeholder Support

• Provide professional and responsive administrative and operational support to executives and senior management.

• Attend to reasonable requests from executives promptly, exercising discretion and sound judgement.

• Provide a high standard of service to employees and other internal stakeholders.

• Anticipate the requirements of executives, employees, visitors, meetings, and office activities.

• Coordinate meeting arrangements, refreshments, travel logistics, accommodation, venues, and other executive support requirements when needed.

• Handle sensitive and confidential information with the highest level of professionalism.

• Build constructive working relationships across different departments and levels of the organisation.

• Balance the needs of executives and employees while maintaining appropriate priorities, boundaries, and service standards.

2.3 Facilities and Office Administration

• Ensure that the office premises are well maintained, safe, functional, and present a consistently professional image.

• Conduct regular inspections of the office environment and address maintenance or operational concerns promptly.

• Coordinate maintenance, repairs, cleaning services, security, access control, parking, and general facilities management.

• Manage the procurement and availability of stationery, office supplies, kitchen supplies, cleaning materials, and other operational requirements.

• Maintain appropriate stock controls and prevent unnecessary shortages, waste, or overspending.

• Liaise with landlords, contractors, vendors, and service providers.

• Obtain quotations, coordinate approvals, monitor service delivery, and follow up on outstanding work.

• Monitor supplier performance and escalate recurring service or quality concerns.

• Maintain accurate office, facilities, supplier, asset, and administrative records.

• Support office moves, seating arrangements, workspace allocation, and related operational projects.

2.4 Fleet and Transport Coordination

• Coordinate the day-to-day administration and utilisation of the Company’s fleet.

• Maintain accurate vehicle records, including licensing, servicing, maintenance, insurance, fuel-card administration, fines, inspections, and accident-related documentation.

• Monitor vehicle availability, condition, usage, and maintenance requirements.

• Coordinate vehicle bookings and allocate vehicles according to operational priorities.

• Follow up on reported defects, damages, accidents, traffic fines, and overdue services.

• Ensure that drivers and authorised employees comply with Company fleet policies and procedures.

• Coordinate the driver’s daily and weekly schedule between the office, warehouse, and other operational locations.

• Prioritise transport requests according to business urgency, availability, and operational requirements.

• Communicate transport arrangements and schedule changes clearly to affected stakeholders.

• Work closely with the Warehouse, Supply Chain, HR, Finance, and operational teams on fleet and transport-related matters.

• Identify opportunities to improve fleet utilisation, control costs, and strengthen accountability.

2.5 Reception and Front-Office Management

• Oversee the reception function and ensure consistently professional front-office service.

• Supervise and support reception and other office support employees.

• Ensure calls, visitors, deliveries, correspondence, and general enquiries are handled promptly and professionally.

• Ensure visitors and clients are welcomed, assisted, and directed appropriately.

• Ensure reception coverage is maintained during working hours, including during absences and breaks.

• Maintain appropriate visitor, access-control, and delivery records.

• Ensure reception and common areas remain neat, presentable, and appropriately prepared.

2.6 People Leadership and Team Coordination

• Provide clear direction, guidance, and support to reception, drivers, and other office support employees, where applicable.

• Allocate duties, monitor performance, and ensure tasks are completed accurately and within agreed timelines.

• Set and maintain high standards of professionalism, accountability, responsiveness, and service delivery.

• Address performance or conduct concerns promptly and escalate them through the appropriate channels where necessary.

• Lead by example and demonstrate composure, accountability, and professionalism, particularly under pressure.

• Encourage teamwork and effective communication between office support functions and other departments.

• Demonstrate awareness of and respect for the Company’s dynamic and culturally diverse workforce.

• Adapt communication and stakeholder-management approaches appropriately while applying Company standards consistently.

2.7 Employee Onboarding and Internal Support

• Coordinate with HR, IT, Finance, and relevant managers to ensure that new employees are properly welcomed, seated, equipped, and supported.

• Prepare workspaces and coordinate access cards, equipment, stationery, induction venues, and other onboarding logistics.

• Support employee exits by coordinating the return of office-related assets, access cards, keys, and other Company property.

• Attend to general office-related employee queries and resolve matters within the scope of the position.

• Escalate matters appropriately where they require HR, IT, Finance, or management intervention.

2.8 Meetings, Events and Company Functions

• Plan and coordinate internal meetings, executive meetings, workshops, employee-engagement activities, office functions, celebrations, and Company events.

• Manage meeting-room bookings, calendars, venues, seating arrangements, catering, equipment, décor, and other logistical requirements.

• Coordinate office parties and employee events from planning through to execution and close-out.

• Develop event plans, timelines, task lists, and budgets and ensure that all arrangements are completed timeously.

• Liaise with suppliers and internal stakeholders to ensure successful event delivery.

• Remain available to address last-minute changes and operational challenges calmly a