Job Purpose
The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.
Key Tasks and Responsibilities Maintain Office Services:
Design and implement office policies
Establish standards and procedures
Organize office operations and procedures
Review and approve supply requisitions
Maintain office equipment including generator
Maintenance of office Building
Human Resources:
Carry out Staff related issues, i.e. recruitments, terminations, reimbursable, discipline, rewards, etc
Process staff salaries and benefits
Process all staff requests and permission for leave, leave of absence, maternity, study leave, casual leave, etc
Assign and monitor clerical and secretarial functions
Orient and train administrative staff
Provide on the job and other training opportunities
Evaluate administrative staff performance
Supervise all Administrative personnel
Preparation and monitoring of staff roasters
Maintain Office Efficiency:
Ensure Office is ready for the day; conducive and all equipment are functioning properly
Plan and implement office systems, layout and equipment procurement
Supervise store office to maintain and replenish inventory
Check stock to determine inventory levels
Verify receipt of supply
Ensure all Bills paid promptly e.g. internet, telephone, insurances, service agreements, leases etc
mail dispatch
Handling of all confidential correspondence
Attend office meetings
Job Specification Education:
A Degree in Business Administration or Management, Finance, Human Resources, Estate Management
Experience Required: The incumbent must have proficient knowledge in the following areas:
Knowledge of Office Administration(essential)
Knowledge of Human Resource Management and Supervision
Ability to maintain a high level of accuracy in preparing and entering information
Sound staff management experience (desirable).
Competencies and Technical Skill Requirements: The incumbent must demonstrate:
Excellent interpersonal skills
Team building skills
Analytical and problem solving skills
Decision making skills
Effective verbal and listening
Communications skills
Attention to detail and high level of accuracy
Very effective organizational skills
Effective written communications skills
Computer skills including Ms Office Suite, Outlook Express
Programs, and e-mail at a highly proficient level
Stress management skills
Time management skills.
Personal Qualities:
The incumbent must maintain strict confidentiality in performing the duties of the Office Manager.
The incumbent must also demonstrate the following personal attributes:
Be honest and trustworthy
Be respectful
Possess cultural awareness and sensitivity
Be flexible
Demonstrate sound work ethics
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