Office Manager

6 months ago


Manama, Bahrain Apex Group Ltd Full time

Office Manager

**Description**

**The Role & Key Responsibilities**:
The Office Manager is expected to build and sustain excellent team and client relationships as well as deliver support as needed. Job role will include but not limited to the below mentioned items:

- Work with Operations Team, other Support Teams and Senior Management Team to achieve all service delivery objectives whether internal or external.
- Client / internal / hiring and interview meeting/s scheduling and preparation.
- To oversee the planning of annual internal and external audits and to liaise with auditors and other involved parties to ensure timetables are respected and work is completed as initially planned.
- To provide cover to other teams in times of need.
- To be a good team player and to always show compassion and enthusiasm in the workplace.
- Process joiners and Leavers visa documentations accordingly with relevant authorities.
- Monitoring staff performances, attendance and appraisals.
- Implementation of company Policies, rules and regulations and to ensure compliance to the Bahrain Labour Law and Regulations.
- Liaising, ensuring smooth flow of information and maintaining good relationship with GOSI, LMRA MOIC and CBB
- Daily management of petty cash.
- Monitoring of receivables, payables and other expenses.
- Monitoring intercompany items related to income/expenses.
- Monitoring of regulatory cash requirement.
- Cashflow projection and analysis.
- Organizing staff events.
- Support related to hotels, transportation, food and other matters.
- Courier and postal services.
- Archiving and other related activities.
- KYC and other required tasks regarding suppliers / vendors management.
- Reception and to maintain the overall well-being of the office.
- Ad hoc daily tasks and occasional hardware support.

**Reception**
- Cover front desk during reception opening hours
- Switchboard management, answer and forward incoming calls
- Welcome and guide all visitors
- Escort unauthorised vendors
- Escort externals to the meeting room
- Inform staff about couriers and visitors
- Act as central place for general queries then dispatch accordingly to other teams such as IT, Facilities, Management, CSM teams... when necessary

**Courier / Post**
- Collect Incoming post
- Dispatch all incoming mails by 11.00 am
- Promptly inform individuals when couriers are delivered.
- Organize outgoing mails/couriers according to the procedure
- Keep the entity lists up to date. Domiciled entities per office/entities to be returned
- Be the point of contact for Post and all courier companies
- Archive all sending and delivery slips
- to the Post handling procedure

**Meeting Rooms and Office**
- Manage meeting rooms bookings
- Promptly clear after meeting and set up in advance. All confidential materials are gathered up post meeting and disposed of
- Telephone instructions and WiFi code should be laminated and left on card in all meeting rooms
- Monitor coffee / tea stocks and order well in advance of running out
- Monitor water stock and reorder as necessary and organise prompt removal of empty water canisters
- Pens / notepads to place before the meeting commences in the meeting rooms

**Catering**
- All catering requirements must be managed.
- Meeting rooms to be set up in advance of a meeting with appropriate crockery (No paper plates, cutlery or milk cartons)
- Coffee pots / tea pots should be put in room just before meeting starts to guarantee service level
- Daily check the coffee machine at the earliest convenience to ensure they are ready for use, filled with milk and without cleaning needed

**Office management**
- Stationery stock to be monitored proactively each week.
- Maintain list of contractors
- Guest cards management and monitoring
- Visitor parking space management
- Liaise with building maintenance for minor curative maintenance
- Keep the evacuation lists up to date
- 1st aid box regular check/refill
- Company branded stationery to be kept in stock (note pads, compliment slips, envelopes etc.)

**Administrative & Client assistance**
- Administrative tasks (e.g. archiving, bind presentations, scan etc.)
- Client mail management back up

**Skills Required**:

- Academic background with desirable qualifications/certifications in Accounting / Finance / Banking / Management / Human Resources / Psychology.
- Minimum 5-10 years of industry experience
- Ability to reflect and review actions
- Self-motivated and able to motivate the team
- A confident manner and the ability to use appropriate styles of communication with the team & clients
- An ability to work under pressure
- Think creatively and deliver pragmatic solutions
- Strong IT skills
- Possess personal qualities of integrity and discretion
- Proficient knowledge on Microsoft Excel, PowerPoint, Word, etc.

Job ID 14014426


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