Role Overview
Serving as the central point of coordination for office operations and administration across the department, the Office Manager oversees day-to-day office functioning, including facilities, vendor management, and cost control.
The Office Manager ensures the smooth running of all administrative processes and provides broader team support on office-related matters. The position also includes occasional executive support to the BxT Management Committee and Senior HR Manager as a secondary responsibility.
Core accountabilities include managing end-to-end cost-related processes covering purchase orders, MIGO, invoice processing, and the preparation of tracking reports.
Job Responsibilities
- Office Operations & Administration
- Own and manage overall office operations, ensuring procedures are organised, efficient, and consistently followed across the department.
- Serve as the primary point of contact for all office management matters, including procurement, office supplies, maintenance, facilities, and general services.
- Ensure office efficiency through proactive planning and execution of equipment procurement, space layouts, and operational systems.
- Manage building and parking access for all staff.
- Provide a professional and welcoming environment for visitors and external guests.
- Act as interim coordination support in the absence of other assistants within the affiliate, as required
- Vendor & Cost Management
- Manage relationships with vendors, service providers, and the building landlord.
- Lead contract and price negotiations with office vendors, service providers, and on office lease matters as required; ensure all items are invoiced and settled on time.
- Oversee the full PR/PO process, coordinate expenses validation with Finance, HR & CEO, and manage vendor code creation in the system.
- Monitor invoices and maintain a comprehensive master tracker covering all payments, vendor creation, and cost control.
- Prepare and maintain monthly reports tracking all office costs and expenses; ensure timely updates to PO, travel, and invoice trackers and follow up to ensure payments are processed.
- Liaise with the Cost Controller and Accounting department on all invoices and provider matters.
- Events, Logistics & Team Support
- Coordinate and organise internal and external events as directed by Management.
- Oversee end-to-end logistics for missions, seminars, and team events, including hotels, restaurants, and transportation bookings.
- Support the setup and organisation of internal meeting logistics for the department.
- Contribute to the overall effectiveness of the business by providing structured administrative support to the team.
- Executive Support:
- Support the BxT Management Committee with diary management, scheduling, and daily meeting coordination as needed.
- Coordinate travel arrangements for BxT Management Committee and the broader team.
- Process expense claims for the CEO and verify and follow up on expense submissions for the team.
- Ensure the CEO is appropriately briefed and prepared for key engagements; maintain accurate records of correspondence and logistical arrangements (meeting rooms, drivers, taxis, etc.).OTHER OBJECTIVESEnsure adherence to compliance processes and guidelines specific to position’s roles and responsibilities.
- Work on different projects within the team or with other teams as and when required.
- Manage coordination with different departments for executing tasks.
- Maintain respectful and professional rapport with all team members.
- Be proactive in achieving and completion of tasks.
- Take lead in completing given tasks and responsibilities.
- Help the team as and when required for responsible areas.
- Complete, assist with other Ad-hoc works as delegated.CONTEXT AND ENVIRONMENTThis role requires solid expertise in office management and administration, combined with strong organizational and coordination skills.
- The Office Manager is expected to take ownership of day-to-day operations, working proactively and with a degree of autonomy across teams and with senior stakeholders to ensure the office runs smoothly and efficiently.
Qualifications
Required Experience
- At least 8 years of relevant experience in an Office Management or senior administrative role
- Proven experience in office operations, facilities coordination, and vendor management
- Excellent communication and interpersonal skills
- Proficiency in English is essential; knowledge of French and/or Arabic is a valuable asset but not required
- Comfortable working in and contributing to a multicultural environment
- Technical knowledge:
- Office management systems and procedures
- Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Strong IT literacy
- Corporate administrative practices
