Office Manager

OFFICE MANAGER

JOB SUMMARY

The Office Manager is responsible for overseeing the day-to-day administrative and office operations of Sizanid Staffing, ensuring that the workplace operates efficiently, professionally, and in accordance with company policies and standards.

The role coordinates office administration, facilities, supplies, records, scheduling, vendor relationships, employee support, and general operational requirements. The Office Manager works closely with department heads and employees to ensure that the organization has the resources, systems, and administrative support required for effective business operations.

KEY RESPONSIBILITIES

1. Office Administration

• Oversee the day-to-day administrative operations of the office.
• Ensure the office environment is organized, professional, and functional.
• Coordinate office schedules, administrative activities, and general office requirements.
• Maintain effective administrative systems and procedures.
• Ensure office policies and procedures are followed.
• Provide administrative support to management and departments where required.

2. Facilities Management

• Coordinate the maintenance and upkeep of office facilities.
• Ensure workspaces, meeting rooms, and common areas are properly maintained.
• Coordinate repairs, maintenance, cleaning, security, and other facility-related services.
• Monitor office equipment and infrastructure.
• Report facility issues and coordinate timely resolution.
• Support workplace health, safety, and security requirements.

3. Office Supplies & Inventory

• Monitor office supplies, stationery, equipment, and other administrative resources.
• Maintain accurate inventory records.
• Reorder supplies when necessary.
• Ensure departments have the resources required for daily operations.
• Monitor office supply expenditure and minimize unnecessary costs.
• Maintain appropriate records of company assets and equipment.

4. Vendor & Service Provider Management

• Coordinate relationships with office suppliers and service providers.
• Obtain quotations and support procurement processes where required.
• Monitor vendor performance and service quality.
• Ensure vendors meet agreed service requirements.
• Maintain records of vendor agreements, invoices, and contacts.
• Escalate significant vendor issues to the Head of Operations.

5. Administrative Support

• Provide administrative support to the Managing Director and department heads as required.
• Coordinate meetings, appointments, schedules, and office activities.
• Prepare meeting rooms and required materials.
• Support document preparation, filing, and record management.
• Handle routine correspondence and administrative communication.
• Assist with company events, meetings, and internal activities.

6. Employee & Workplace Support

• Serve as a point of contact for general workplace and administrative concerns.
• Support employee onboarding by coordinating workspace, equipment, access, and administrative requirements.
• Coordinate employee office requests and facilities-related concerns.
• Support the implementation of workplace policies and procedures.
• Maintain a professional and welcoming workplace environment.

7. Records & Document Management

• Maintain organized administrative records and files.
• Ensure important office documents are appropriately stored and accessible.
• Maintain records of suppliers, assets, contracts, inventories, and office-related activities.
• Support document retention and filing procedures.
• Ensure confidential administrative information is handled appropriately.

8. Meetings & Office Coordination

• Coordinate internal meetings and administrative appointments.
• Manage meeting room schedules and availability.
• Ensure meeting facilities and materials are prepared.
• Support executive and departmental meetings where required.
• Coordinate refreshments, equipment, and other meeting requirements.

9. Budget & Expense Management

• Assist with the preparation of office administration budgets.
• Monitor office-related expenses.
• Maintain records of administrative purchases and expenditures.
• Ensure purchases follow company approval procedures.
• Identify opportunities to reduce administrative costs while maintaining service quality.
• Submit relevant expense and procurement reports to the appropriate department.

10. Health, Safety & Security

• Support implementation of workplace health and safety procedures.
• Coordinate office security and access arrangements.
• Maintain emergency contact information and relevant workplace procedures.
• Report safety, security, or facility risks to management.
• Support emergency preparedness and response procedures.

11. Office Policies & Process Improvement

• Develop and maintain office administration procedures.
• Ensure employees understand relevant office policies.
• Identify administrative inefficiencies and recommend improvements.
• Introduce appropriate technology and systems to improve administrative processes.
• Review office procedures regularly and recommend updates.

12. Reporting & Performance Management

• Prepare regular administrative and office operations reports.
• Track office expenses, inventory, maintenance, and service issues.
• Monitor administrative KPIs.
• Report significant operational issues to the Head of Operations.
• Recommend improvements to office efficiency and employee experience.

KEY PERFORMANCE INDICATORS (KPIs)

The Office Manager may be measured using:

• Office operational efficiency
• Administrative request resolution time
• Office supply availability
• Inventory accuracy
• Office expenditure against budget
• Vendor performance
• Facility maintenance response time
• Employee satisfaction with office services
• Administrative error rate
• Timeliness of administrative support
• Office safety and compliance
• Asset and equipment record accuracy
• Achievement of administrative objectives

QUALIFICATIONS

• Bachelor's degree in Business Administration, Office Administration, Management, Operations, or a related field.
• Professional qualification in Administration, Management, or Operations is an advantage.
• 3–5 years of experience in office administration, office management, operations, or a related field.
• Experience coordinating vendors, facilities, office resources, and administrative processes.
• Experience in an HR, recruitment, staffing, consulting, or professional services environment is an advantage.

REQUIRED SKILLS & COMPETENCIES

• Office management
• Administrative management
• Facilities coordination
• Vendor management
• Inventory management
• Procurement coordination
• Record management
• Scheduling and coordination
• Budget and expense management
• Communication
• Organization and time management
• Problem-solving
• Attention to detail
• Customer service
• Microsoft Office and productivity tools
• Confidentiality
• Teamwork

CORE VALUES

The Office Manager is expected to demonstrate:

• Professionalism
• Organization
• Integrity
• Accountability
• Reliability
• Efficiency
• Respect
• Collaboration
• Responsiveness
• Continuous Improvement

WORKING RELATIONSHIPS

The Office Manager will work closely with:

• Head of Operations
• Managing Director
• Executive Management
• Head of HR
• Head of Finance
• Head of Technology
• Head of Marketing
• Head of Sales
• Head of Staffing
• Administrative Team
• Employees
• Vendors and Service Providers

ROLE EXPECTATIONS

The Office Manager is expected to ensure that Sizanid Staffing's office and administrative operations run efficiently, that employees have the resources and support required to perform their roles, and that the workplace remains organized, professional, safe, and well maintained.