Office Manager

Role

Summary:

The Office Manager plays a critical role in ensuring the smooth day‑to‑day operation of the office, overseeing administrative functions, coordinating resources, and supporting HR and leadership teams. This role requires exceptional organizational skills, strong attention to detail, and the ability to manage multiple priorities in a fast‑paced environment. The Office Manager also acts as a key liaison across departments, ensuring a professional and efficient workplace experience for employees, visitors, and stakeholders.

• Supervise and manage all office administration functions and administrative staff.
• Oversee efficient operation of office systems, facilities, supplies, and equipment.
• Serve as the primary point of contact for internal coordination across departments.
• Ensure a highly professional, customer‑focused approach to front office, reception, and visitor management.
• Manage the schedules and daily activities of the two Office Assistants.
• Administer and reconcile the admin petty cash float monthly with Finance.
• Organize the company’s annual party, in‑house activities, and wellness events.
• Coordinate carpet shampooing and other maintenance tasks as needed.

• Administer tenancy contracts, Ejari, AOFC, building management forms, permits, and manage rent negotiations for multiple floors and units.
• Oversee health and safety compliance and conduct office‑related risk assessments.
• Coordinate office fit‑outs and ensure all necessary approvals are obtained from Concordia and building management.
• Manage outsourced facilities management teams to ensure service delivery in line with SLAs.
• Coordinate with building management and landlords for required approvals and ongoing communication.

• Manage parking space allocation, renewals, approvals, card applications, and raise related POs.
• Manage office service contracts (e.g., Nespresso, Thrifty), including raising and processing POs.
• Liaise with courier suppliers and other vendors as needed.
• Support budgeting, procurement, and overall vendor management processes.

• Prepare the quarterly Carbon Footprint report.
• Identify areas for process improvement and implement best practices across administrative operations.

• Minimum of 3-5 years of proven experience in office administration or a similar role.

• Strong organizational and multitasking abilities with effective prioritization skills.
• Excellent oral and written communication skills; confident in engaging with internal and external stakeholders.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to work independently with minimal supervision, as well as collaboratively within a team.
• Ability to handle confidential information with discretion.
• Knowledge of budgeting, procurement processes, and vendor management.
• Strong problem‑solving skills with a proactive, solution‑oriented mindset.
• Ability to work under pressure and meet tight deadlines while maintaining accuracy and attention to detail.
• Warm, approachable, and professional demeanor with strong interpersonal skills.