Office Manager at Bradfield Consulting

Department: Admin

Job Purpose

• The Office Manager is responsible for smooth running of office operations and procedures in order to ensure organizational effectiveness and efficiency

Dimensions:

• Administration
• Accounting
• Human Resources Management
• Facility Management

Key Tasks and Responsibilities
Maintain Office Service:

• Design ancesd implement office policies
• Establish standards and procedures
• Organize office operations and procedures
• Review and approve supply requisitions
• Maintain office equipment including generator
• Arrange regular testing for electrical equipment and safety devices Maintenance of office Building
• Liaise with facility management vendors, including cleaning, catering and security services
• Provide general support to visitors
• Schedule meetings and appointments
• Delegating tasks to junior employees

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
• Delegate work to staff and manage their workload and output
• Implement and promote equality and diversity policy
• Partner with HR to update and maintain office policies as necessary
• Address employees’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

Maintain Office Records:

• Ensure filing systems are maintained and up to date and accessible to all staff
• Define procedures for record retention
• Ensure protection and security of files and records
• Ensure personnel files are up to date and secure
• Supervise the office archives and the library.
• Record office expenditure and manage the budget

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

Competency and Technical Skill Requirements
The incumbent must demonstrate:

• Knowledge of office administrator responsibilities, systems and procedures
• Excellent interpersonal skills
• Team building skills
• Analytical and problem solving skills
• Decision making skills
• Effective verbal and listening
• Communications skills both written and Verbal
• Attention to detail and high level of accuracy
• Very effective organizational skills
• Effective written communications skills
• Strong organizational and planning skills in a fast-paced environment
• Proficiency in Microsoft packages such as Microsoft Word, Excel, PowerPoint, Access & Outlook
• Programs, and e-mail at a highly proficient level
• Time management skills

Job Specification
Education:

• A degree in Business Administration or Management, Finance, Human Resources

Experience Required
The incumbent must have proficient knowledge in the following areas:

• Knowledge of office administration(essential)
• Proven experience as an Office manager, Front office manager or Administrative assistant
• 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)

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:
  • Honesty
  • Possess cultural awareness and sensitivity
  • Flexibility
  • Sound work ethics

Remuneration
N120,000 Monthly