Job Description

Office Administrator / Office Manager
Position Overview:
We are seeking a highly organized and proactive Office Administrator to ensure the smooth and efficient operation of our office infrastructure. This role is central to creating a safe, functional, and productive work environment. The ideal candidate will be a hands-on problem-solver with excellent vendor management skills and a keen eye for detail, responsible for everything from daily maintenance to strategic oversight of office services.
Key Responsibilities:
1. Office Infrastructure & Operations Management:

• Maintain and oversee all office infrastructure, including facilities, equipment, and supplies.

• Coordinate with vendors for office supplies, pantry services, and other essential office services.

• Oversee the repair, maintenance, and upgrade of office equipment (e.g., printers, copiers, kitchen appliances).

2. Staff & Facility Supervision:

• Manage, schedule, and coordinate the activities of security, housekeeping, and maintenance staff.

• Implement and oversee workplace safety protocols, ensuring a secure and compliant environment for all employees.

• Conduct regular facility inspections to identify and address issues proactively.

3. Vendor & Contract Management:

• Source, evaluate, and manage contracts for office services, including cleaning, IT support, security, and catering.

• Negotiate with vendors and suppliers to secure cost-effective agreements and ensure value for money.

• Monitor vendor performance to ensure all service level agreements (SLAs) are met and maintained.

4. Asset & Inventory Control:

• Track and manage company assets, including furniture, IT hardware, and equipment.

• Maintain accurate and up-to-date asset registers and inventory records.

• Coordinate the procurement of new assets and the disposal of old or obsolete equipment in accordance with company policy.

Required Skills and Qualifications:

• Proven experience (X+ years) in office administration, facilities management, or a similar role.

• Strong organizational and multitasking abilities with a problem-solving attitude.

• Excellent verbal and written communication skills.

• Demonstrated experience in vendor management and contract negotiation.

• Proficiency in inventory management and maintaining asset registers.

• Knowledge of basic workplace safety standards and protocols.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).

Preferred Qualifications:

• Associate's or Bachelor's degree in Business Administration, Facilities Management, or a related field.

• Experience managing a team of staff or external contractors.

• Familiarity with budget management and reporting.

Skills Required