Addis Ababa, Addis Ababa
Fairteam Trading Plc
POSITION SUMMARY The office manager is responsible for organizing and coordination of administrative duties and office procedures. The selected candidate is expected to create and maintain a pleasant work environment, ensuring high levels or organizational effectiveness, communication and safety. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.
Job accountabilities:
Key Performance Indicators
Asset and Equipment ManagementInternal Process QualityOperational EfficiencyImplementation of policiesAccuracy of data, records, correspondence and personnel filePlans and Reports  Staff Capacity BuildingEmployee SatisfactionFinancial Performance IndexCustomer Satisfaction
key dimensions:
Main Duties & Responsibilities:
Maintains office services by organizing and improving office operations, administrative system and procedures; Deployment of attendance system; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical and administrative functions and oversee adherence to office policies and proceduresProvides historical reference by defining procedures for retention, protection, retrieval, transfer and disposal of records.Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.Completes operational requirements by scheduling and assigning employees; following up staff performance and work resultsKeeps management informed by reviewing internal operations, analyzing special reports; summarizing information and identifying current trends.Execute the organization HR function through recruiting, selecting, orienting, and training employees besides keeping personnel records up to date. Organize induction programs for new employees besides assisting in the onboarding process for new hiresMaintains office staff job results to ensure maximum efficiency by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.Allocate available resources to enable successful task performanceAchieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actionsManage office G&A budget, ensure accurate and timely reportingManage contract and price negotiations with office vendors, service providers and office lease Ensure that all items are invoiced and paid on timeOrganize, schedule and mange top level management meetings and appointmentsMaintain the office condition and arrange the necessary repairsPoint person for mailing, shipping, supplies, equipment, bills and errandsCoordinate with IT department for the proper function, preventive maintenance and repair of all office equipment and networks.Provide general support to visitorsEffectively deal with correspondence, complaints and queriesAddress employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)Ensure cleanliness of the office and provision of catering servicePlan and organize company events, like parties, celebrations and conferencesprepare letters, presentations and reportsManage database and ensure security, integrity and confidentiality of dataMonitor and maintain office supplies inventoryManage internal staff relationsProcessing visa and work permits for the company clients and employeesMaintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.Maintain a safe and secure working environment with up to date health and safety policiesKeep precise records of conversations with all vendors / clients / colleagues / partners and ensure that all records are kept up-to-date and accurate.Submit periodical (Weekly, Monthly, Quarter, Bi-Annual and Annual) plan and report about office activities.Comply professional dress code and maintain a smart, business-like appearance at all times.Present a supportive, positive and enthusiastic attitude towards the job, the company and your colleagues at all times.Perform any other duties that may be assigned by superiors.