Office Manager

Job Purpose

The Office Manager is responsible for the efficient management of ADCG's office operations, facilities, administration services, procurement coordination, vendor management, business travel arrangements, and workplace experience. The role ensures the smooth day-to-day running of the corporate office, manages relationships with key service providers, oversees invoice processing through Microsoft Dynamics, maintains regulatory and facilities compliance requirements, and drives continuous improvement initiatives to enhance operational efficiency and employee experience.

The incumbent will also provide support to HR and other business functions as required.

• Manage the day-to-day operations of ADCG offices, ensuring a professional, safe, and efficient working environment.
• Oversee office facilities, preventive maintenance programs, space utilization, and workplace improvements.
• Coordinate annual maintenance contracts for office equipment, facilities, security systems, access control systems, and other operational requirements.
• Liaise with building management, landlords, contractors, and service providers regarding maintenance, repairs, and office enhancements.
• Manage Civil Defense compliance requirements and coordinate inspections, certifications, and renewals.
• Ensure adherence to health, safety, and workplace standards across all office locations.
• Supervise office support staff, including drivers, office assistants, cleaners, and outsourced service providers.

• Manage office-related procurement activities in accordance with company policies.
• Source suppliers, obtain quotations, conduct commercial evaluations, and negotiate costs and service agreements.
• Administer vendor onboarding and maintain supplier records.
• Monitor supplier performance and ensure service-level commitments are achieved.
• Support contract renewals and vendor relationship management.
• Identify opportunities for cost optimization and improved service delivery.

• Process purchase requests, purchase orders, and payment requests through Microsoft Dynamics.
• Review and validate invoices, delivery notes, statements of account, and supporting documentation.
• Coordinate with Finance to ensure timely invoice processing and vendor payments.
  
  Maintain accurate records within Microsoft Dynamics and other company systems.
• Generate administration and procurement reports as required.

• Coordinate domestic and international business travel arrangements, including flights, accommodation, visas, transportation, and travel-related requirements.
• Manage travel bookings through approved travel providers and ensure compliance with company policy.
• Support visiting executives, board members, candidates, and guests with travel and logistics arrangements.
• Monitor travel expenditure and identify opportunities for efficiencies and savings.

• Manage office supplies, stationery, pantry inventory, and operational consumables.
• Ensure all office equipment and resources are available and functioning effectively.
• Coordinate meeting rooms, visitor access, parking arrangements, and business hospitality requirements.
• Maintain administration records, contracts, licenses, permits, and operational documentation.
• Support company events, employee engagement activities, and corporate initiatives.

• Identify opportunities to automate and improve administrative and operational processes.
• Leverage technology solutions to improve service delivery, reporting, and operational efficiency.
• Support digital transformation initiatives involving administration and workplace management.
• Recommend innovative solutions that enhance employee experience, workplace efficiency, and cost control.

• Support onboarding activities, including workspace readiness, equipment allocation, and employee logistics.
• Coordinate visa-related and relocation administration activities where required.
• Provide administrative support to HR processes and employee lifecycle activities as needed.

• 5–8 years' experience in Office Management, Administration, Facilities Management, or Corporate Services.
• Experience managing procurement activities, vendor relationships, and office operations.
• Experience processing invoices and purchase requests through ERP systems.
• Prior experience within a corporate, family office, Holding, or Facilities/Real Estate services environment is preferred.
• Bachelor's Degree in Business Administration, Operations Management, Facilities Management, or a related discipline.