Brief Description

The position of Office Manager at SSC involves overseeing the daily operations and administrative functions of the office. As an Office Manager, you will be responsible for managing office resources, coordinating administrative tasks, and ensuring a productive and organized work environment.

Tasks

• Oversee and coordinate day-to-day office operations, including facilities management, supplies procurement, and maintenance of equipment and systems.
• Manage office budgets and expenses, and negotiate contracts with vendors and service providers to ensure cost-effective solutions.
• Supervise administrative staff, including receptionists, administrative assistants, and office support personnel, and provide guidance and support as needed.
• Implement and maintain efficient office policies and procedures, ensuring compliance with company guidelines and regulatory requirements.
• Coordinate and schedule meetings, appointments, and travel arrangements for executives and staff members.
• Assist in the recruitment and onboarding process of new employees, including coordinating orientation programs and maintaining employee records.
• Manage office correspondence, including emails, phone calls, and mail distribution, ensuring timely and accurate responses.
• Maintain and update office policies, employee handbooks, and other relevant documentation.
• Foster a positive and inclusive office culture by organizing employee engagement activities, events, and celebrations.
• Address employee concerns, provide support, and escalate issues as necessary to maintain a harmonious and productive work environment.

Qualifications and Requirements

• Bachelor's degree in business administration, management, or a related field. Relevant experience may be accepted in lieu of a degree.
• Proven experience as an Office Manager or in a similar role, with a track record of effectively managing office operations.
• Strong organizational and multitasking skills to handle multiple responsibilities and prioritize tasks in a fast-paced environment.
• Excellent communication and interpersonal skills to interact with employees at all levels and external stakeholders.
• Proficiency in using office productivity software, such as Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with office management systems.
• Strong problem-solving and decision-making abilities to address issues and make informed judgments.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of health and safety regulations and procedures to ensure a safe and compliant work environment.

Competencies (in order of importance)

• Office Operations Management - effectively managing office resources, coordinating administrative tasks, and ensuring smooth operations.
• Organization and Time Management - efficiently organizing tasks, managing time, and prioritizing responsibilities.
• Communication - excellent communication skills to interact with employees and stakeholders and convey information effectively.
• Attention to Detail - paying close attention to detail to ensure accuracy and thoroughness in administrative tasks.
• Problem Solving - identifying and resolving office-related issues and implementing solutions.
• Collaboration - collaborating with various stakeholders to achieve office goals and address challenges.

Working Conditions

• This is a full-time position with standard working hours, Monday to Friday. .