Job Summary
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.
Responsibilities
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
Qualifications
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.
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