Office Manager

We are seeking an Office Manager for one of our clients in a Security Company

CLOSING DATE: 25TH OCTOBER, 2024

PURPOSE Office Manager

We are looking for an Office Manager who will play a critical role in ensuring the smooth and efficient operations of our security company. This individual will be responsible for managing administrative tasks, coordinating with different departments, and providing operational support to ensure the office functions effectively. The ideal candidate will have strong organizational skills, experience in office management, and the ability to handle confidential information with discretion.

KEY RESPONSIBILITIES

1. Office Administration:

• Oversee the daily operations of the office, including managing office supplies, equipment, and facility maintenance.
• Maintain a clean, organized, and secure office environment.

• Purchasing office supplies and equipment and maintaining proper stock levels.

• Coordinate repairs, and cleaning services, and liaise with property management as needed.

2. Staff Coordination:

• Provide administrative support to the General Manager and other key personnel.
• Producing reports, composing correspondence, and drafting new contracts.
• Coordinating appointments and meetings and managing staff calendars and schedules
• Organize company events, meetings, and training sessions.
• Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity.
• Coordinating domestic and international travel, including flight, hotel
• Creating presentations and other management-level reports. Office Manager

3. Security and Compliance Support:

• Assist with documentation related to security contracts, licensing, and certifications.
• Ensure all employee files and records are up-to-date, including security clearance documentation.
• Liaise with the HR department to track employee training and compliance with security protocols.

4. Financial and Operational Support:

• Handle basic financial tasks such as invoicing, expense tracking, and budget monitoring.
• Coordinate with accounting to ensure timely payment of bills and processing of payroll.
• Prepare and submit reports on office activities, budgets, and other areas as required.

5. Customer Service:

• Serve as the primary point of contact for clients, vendors, and external partners.
• Ensure that all inquiries are handled professionally and efficiently.
• Manage correspondence, including emails, phone calls, and postal mail.
• Greeting visitors, answering a high volume of incoming phone calls and delivering world-class service to our customers.

REQUIRED SKILLS AND QUALIFICATIONS Office Manager

• Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• 3+ years of experience in office management or administrative roles, preferably within the security or service industry.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Experience with budget management and financial tracking.
• Ability to handle confidential information with integrity and discretion.
• Knowledge of security operations and procedures (an advantage).