Office Manager - Laysen Valley Office

Line of Service

Industry/Sector

Specialism

Management Level

Job Description & Summary

Primary responsibilities 

Financial  

• In line with Procurement guidelines, work with finance and purchasing with regards to providing office needs including supplies, consumables, stationery, office machinery, shredding, cleaning, and related service agreements 
• Liaise with procurement with respect to RFPs on wider office purchases 
• Manage the relationship with external vendors, develop and maintain vendors portfolio. Review the LPOs issued for vendors, follow up with finance for payments. 
• Coordinate local internal events such as office events with close liaison with Cluster Office Senior Manager  while abiding by budget  
• Propose cost saving solutions as appropriate 
• Assist in the preparation of the office budget. Adhere to the allocated budget for the Office Services function 
• Manage the provision of Meeting Room Services- bookings, catering, equipment, e.g. Audio Visual equipment. 

Customer  

• Strategically manage office space in the LV office by maximizing utilization (workspace and parking) and proposing solutions for our fast-growing staff population. 
• Support in the development of policies and procedures and ensure that they are being followed by the team 
• Work towards being a high quality internal service provider and to ensure that all administrative support requirements are being met 
• Handle and report ad-hoc issues as they arise 
• Act as an interface between administrative staff and management 
• Review the LPOs issued for vendors, follow up with finance for payment 
• Act as a key liaison with the LV office landlord to facilitate communication and address any issues. 

Internal Process  

• Provide efficient internal administrative services including courier, mail, cars, limousine services, office supplies etc 
• Work closely with BR team to ensure Office policies are adhered to with respect to security, fire warden and emergencies  
• Introduce new processes or optimise current ones to improve quality of office services and EAs 
• Ensure that a positive, well-maintained work environment is provided for staff 

Learning and Growth  

• Coach and develop direct reports, overseeing their assigned tasks and dealing with any issues that arise  
• Recruit and onboard new office admin staff  
• Act as people manager for direct reports 
• Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed 
• Ensure quality assurance in all day-to-day office management operations, including overseeing the office management team. 
• Maintain high levels of customer service while ensuring that staff feel motivated and productive. 
• Develop KPIs for the office management service to track performance and improvements. 
• Coach and upskill junior team members, overseeing their tasks and addressing any issues that arise. 
• Act as a key resource and liaison to other functional areas of the business, building cross-functional relationships as needed. 

Knowledge, skills, and abilities 

Education 

• Bachelor's degree required  
• Fluency  in spoken and written English, proficiency in Arabic is an advantage 
• 7+ years' experience of providing office services in a professional services environment, or equivalent internal experience
• Experience with a professional services firm preferred 
• Prior people management/team lead experience  

Knowledge and  Skills 

• Pragmatic and objective approach to problem solving and ability to multitask 
• Demonstrate strong organisational skills, regularly act on own initiative, highlighting issues and suggesting possible solutions 
• Strong interpersonal and consultative skills in order to consult and build strong credible relationships with a broad range of stakeholders 
• Strong managerial presence with customer focus and ability to manage a team to provide high level of service 
• Strong coaching and mentoring  skills 
• Excellent oral and written communication 
• Demonstrates sensitivity together with the ability to negotiate effectively and influence others when appropriate 
• Seeks and applies knowledge and skills, continually striving to improve within role.  Advocate best practice in this regard to others. 
• This role requires an effective team player who is able to promote and demonstrate one Firm and team working, contributing to the goals and objectives of the office management function 
• Should possess a strong focus on customer service for both internal and external clients.  Advocate best practice in this regard and demonstrate in role 
• Will need to keep up to date with Office Management best practice, changes to systems policies and procedures 
• Must be flexible, able to work with change, adapting as appropriate and encouraging others to do so 
• Ability to work accurately whilst under tight time constraint and high-quality standards 
• Knowledge of all relevant local legislation and regulations including Contractors 
• Knowledge of the firm's supplier contracts 
• Discretion skills and ability to maintain confidential data

Education (if blank, degree and/or field of study not specified)

Certifications (if blank, certifications not specified)

Required Skills

Optional Skills

Desired Languages (If blank, desired languages not specified)

Travel Requirements

Available for Work Visa Sponsorship?

Government Clearance Required?

Job Posting End Date