Our client, a leading architectural firm committed to excellence in design, creativity, and sustainability is seeking a highly organized and proactive Office Manager to support daily operations and contribute to the firm's ongoing success.

Procurement

• Identify potential vendors, develop specifications for the product, solicit bids, and with the procurement committee, prepare an analysis of the bids and a final recommendation.
• Analyse and reconcile supplier’s invoices for all ordered and supplied goods and services ensuring they are adequately supported daily
• Receive participant listings from end-user teams and ensure they are reconciled and complete before attaching them to invoices for payment
• Working closely with Finance, and seeking out clarifications with suppliers on invoices
• Scan through the LPO data every week and follow up with suppliers to submit any outstanding invoices
• Receive goods from suppliers and verify against the LPO in consultation with the users
• Ensure ordered services and goods are provided satisfactorily as per the specifications and subsequent billing for such services is received accurately and promptly
• Maintain an up-to-date and easily accessible filing system for all procurement documents.

Administration

• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Comprehensively carry out all general administrative responsibilities
• Develop and drive the enforcement of processes across the organization
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Oversee facilities services, maintenance activities, and trades persons (e.g. electricians)
• Organize and supervise other office activities (renovations, event planning, etc.)
• Ensure operations adhere to policies and regulations
• Keep abreast with all organizational changes and business developments

Human Resource

• Organize and oversee on-boarding programs for new hires, ensuring a seamless integration into the team.
• Serve as the first point of contact for employee inquiries and concerns.
• Plan and execute employee engagement initiatives, team-building activities, and wellness programs.
• Support managers in setting employee goals, conducting appraisals, and addressing performance issues.
• Maintain accurate records of performance reviews and training programs.
• Develop and implement HR policies in compliance with labor laws and organizational goals.
• Handle employee records, ensuring confidentiality and compliance with data protection standards.
• Act as a liaison between staff and management, ensuring clear and effective communication.

Project Management

• Coordinate with project teams to track deadlines, deliverable, and resource needs.
• Support the architectural team by maintaining an organized document management system for blueprints, contracts, and other project materials
• Represent the firm in interactions with clients, partners, and external stakeholders as needed.

Financial and Budgetary Oversight

• Monitor office expenditures, process invoices, and assist in budget planning.
• Ensure timely payment of bills and reconciliation of accounts.
• Perform any other assigned duties

• University graduate in Administration,  or related field
• At least 3 years experience in a similar position
• Keen sense of business acumen
• Superior drafting, negotiating and analytical ability.
• Ability to work independently, prioritize competing demands and to make considered legal decisions without assistance
•  Flexible, “can do” attitude and willingness to learn
• Outstanding initiative, strategic thinking, and decision-making ability.
• A capacity to balance multiple priorities in a fast-paced environment.
• Good communication
•  Analytical and organizational skills
•  Attention to detail, ability to work as part of a team and to think outside the box to solve complex problems.

The Deadline for application is December 16, 2024. Only shortlisted candidates will be contacted.

Further assessments will be required.