Office Manager - Laysen Valley Office
Posted on :
11-05-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
11-05-2025
Job Description
Line of Service
Internal Firm ServicesIndustry/Sector
Not ApplicableSpecialism
IFS Internal Firm Services OtherManagement Level
ManagerJob Description & Summary
Provide strategic leadership for multidisciplinary office management operations including quality assurance and policy reviews.Responsible for the smooth running of local office operations including administrative support material supplies and front desk personnel under the guidelines set forth by the Senior Manager. In addition acts as the main liaison between Front Office (LoS) and Back Office (Support functions) staff for directing to services and facilities.
Ensures the smooth operations of the office by coordinating administrative support in an efficient and effective manner and that consumables and supplies are arranged for.
Primary responsibilities
Financial
- In line with Procurement guidelines work with finance and purchasing with regards to providing office needs including supplies consumables stationery office machinery shredding cleaning and related service agreements
- Liaise with procurement with respect to RFPs on wider office purchases
- Manage the relationship with external vendors develop and maintain vendors portfolio. Review the LPOs issued for vendors follow up with finance for payments.
- Coordinate local internal events such as office events with close liaison with Cluster Office Senior Manager while abiding by budget
- Propose cost saving solutions as appropriate
- Assist in the preparation of the office budget. Adhere to the allocated budget for the Office Services function
- Manage the provision of Meeting Room Services bookings catering equipment e.g. Audio Visual equipment.
Customer
- Strategically manage office space in the LV office by maximizing utilization (workspace and parking) and proposing solutions for our fastgrowing staff population.
- Support in the development of policies and procedures and ensure that they are being followed by the team
- Work towards being a high quality internal service provider and to ensure that all administrative support requirements are being met
- Handle and report adhoc issues as they arise
- Act as an interface between administrative staff and management
- Review the LPOs issued for vendors follow up with finance for payment
- Act as a key liaison with the LV office landlord to facilitate communication and address any issues.
Internal Process
- Provide efficient internal administrative services including courier mail cars limousine services office supplies etc
- Work closely with BR team to ensure Office policies are adhered to with respect to security fire warden and emergencies
- Introduce new processes or optimise current ones to improve quality of office services and EAs
- Ensure that a positive wellmaintained work environment is provided for staff
Learning and Growth
- Coach and develop direct reports overseeing their assigned tasks and dealing with any issues that arise
- Recruit and onboard new office admin staff
- Act as people manager for direct reports
- Act as a key resource and liaison to other functional areas of the business building crossfunctional relationships as needed
- Ensure quality assurance in all daytoday office management operations including overseeing the office management team.
- Maintain high levels of customer service while ensuring that staff feel motivated and productive.
- Develop KPIs for the office management service to track performance and improvements.
- Coach and upskill junior team members overseeing their tasks and addressing any issues that arise.
- Act as a key resource and liaison to other functional areas of the business building crossfunctional relationships as needed.
Knowledge skills and abilities
Education
- Bachelors degree required
- Fluency in spoken and written English proficiency in Arabic is an advantage
- 7 years experience of providing office services in a professional services environment or equivalent internal experience
- Experience with a professional services firm preferred
- Prior people management/team lead experience
Knowledge and Skills
- Pragmatic and objective approach to problem solving and ability to multitask
- Demonstrate strong organisational skills regularly act on own initiative highlighting issues and suggesting possible solutions
- Strong interpersonal and consultative skills in order to consult and build strong credible relationships with a broad range of stakeholders
- Strong managerial presence with customer focus and ability to manage a team to provide high level of service
- Strong coaching and mentoring skills
- Excellent oral and written communication
- Demonstrates sensitivity together with the ability to negotiate effectively and influence others when appropriate
- Seeks and applies knowledge and skills continually striving to improve within role. Advocate best practice in this regard to others.
- This role requires an effective team player who is able to promote and demonstrate one Firm and team working contributing to the goals and objectives of the office management function
- Should possess a strong focus on customer service for both internal and external clients. Advocate best practice in this regard and demonstrate in role
- Will need to keep up to date with Office Management best practice changes to systems policies and procedures
- Must be flexible able to work with change adapting as appropriate and encouraging others to do so
- Ability to work accurately whilst under tight time constraint and highquality standards
- Knowledge of all relevant local legislation and regulations including Contractors
- Knowledge of the firms supplier contracts
- Discretion skills and ability to maintain confidential data
Education (if blank degree and/or field of study not specified)
Degrees/Field of Study required:Degrees/Field of Study preferred:Certifications (if blank certifications not specified)
Required Skills
Optional Skills
Accepting Feedback Accepting Feedback Active Listening Analytical Thinking Architectural Management AutoCAD (Drawing Software) CAD Standards CCURE (Security Management Software) Coaching and Feedback Communication Corrective Maintenance Correspondence Management Cost Management Coworking Space Management Creativity CrossFunctional Team Coordination Customer Experience (CX) Strategy Demand Management Embracing Change Emergency Response System Maintenance Emotional Regulation Empathy Environment Health and Safety (EHS) Program Development Event Execution Facilities Engineering 66 moreDesired Languages (If blank desired languages not specified)
Travel Requirements
Not SpecifiedAvailable for Work Visa Sponsorship
NoGovernment Clearance Required
NoJob Posting End Date
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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