Job Details Job Title: Office ManagerLocation: LagosEmployment Type: Full-timeResponsibilitiesPoint person for maintenance, mailing, shipping, supplies, equipment and billsOrganize and schedule meetings and appointmentsPartner with HR to maintain office policies as necessaryOrganize office operations and proceduresCoordinate with IT department on all office equipmentManage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on timeManage contract and price negotiations with office vendors, service providers and office leaseProvide general support to visitorsResponsible for creating PowerPoint slides and making presentationsManage executives' schedules, calendars and appointmentsResponsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitoredEstablish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfersEnsure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systemsResponsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the officeEnsure that results are measured against standards, while making necessary changes along the wayAllocate tasks and assignments to subordinates and monitor their performanceAssign and monitor clerical, administrative and secretarial responsibilities and tasks among office staffPerform review and analysis of special projects and keep the management properly informedDetermine current trends and provide a review to management to act onResponsible for recruiting staff for the office and providing orientation and training to new employeesEnsure top performance of office staff by providing them adequate coaching and guidanceRemain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publicationsResponsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may ariseParticipate actively in the planning and execution of company eventsResponsible for developing standards and promoting activities that enhance operational proceduresAllocate available resources to enable successful task performanceCoordinate office staff activities to ensure maximum efficiencyEvaluate and manage staff performanceRecruit and select office staffOrganize orientation and training of new staff membersCoach, mentor and discipline office staffDesign and implement filing systemsEnsure filing systems are maintained and currentEstablish and monitor procedures for record keepingEnsure security, integrity and confidentiality of dataDesign and implement office policies and proceduresOversee adherence to office policies and proceduresAnalyze and monitor internal processesImplement procedural and policy changes to improve operational efficiencyPrepare operational reports and schedules to ensure efficiencyCoordinate schedules, appointments and bookingsMonitor and maintain office supplies inventoryReview and approve office supply acquisitionsHandle customer inquiries and complaintsManage internal staff relationsMaintain a safe and secure working environmentRequirementsCandidates should possess BSc / Master's Degree with 5-10 years work experienceProven office management, administrative or assistant experienceKnowledge of office management responsibilities, systems and proceduresExcellent time management skills and ability to multi-task and prioritise workAttention to detail and problem solving skillsExcellent written and verbal communication skillsStrong organizational and planning skillsProficient in MS OfficeKnowledge of accounting, data and administrative management practices and proceduresKnowledge of clerical practices and proceduresKnowledge of human resources management practices and proceduresKnowledge of business and management principlesComputer skills and knowledge of office software packages
