Job Description

The Office Manager ensures smooth daily operations, supports executives, manages travel and budgets, oversees staff, and handles event logistics, wellness programs, and health and safety compliance.ROLE SUMMARYThe Office Manager is responsible for the overall coordination and management of office functions to ensure seamless day-to-day operations. This includes being an ambassador for the Digicall brand, providing high-level executive support to Exco, managing complex diaries, arranging all local and international travel, and overseeing office facilities. The role also entails supervising reception, cleaning, and catering staff, ensuring boardroom and event logistics run smoothly, and maintaining financial accountability by managing budgets. Additionally, the Office Manager plays a key role in company wellness initiatives, social event planning, and health and safety compliance, ensuring a professional, efficient, and well-organised work environment.QUALIFICATIONS

• Minimum: Diploma or Degree in Business Administration, Office Management, or related fields.
• Advantageous:

• Secretarial Certification
• Occupational Health & Safety (OHS) Certification

EXPERIENCE

• Minimum of 10 years in Office Management, Executive PA, or Facilities Management roles with at least 5 years in a multinational organisation.
• Minimum of 3 years experience in the function of an internal travel coordinator.
• Experience managing diaries and travel logistics for Exco-level executives is essential.
• Experience managing end-to-end projects is highly advantageous.

SKILLS & KNOWLEDGE

• Awareness of company policies and procedures.
• Understand business ethics and values.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Excellent verbal and written communication skills (English).
• Strong financial acumen with exposure to budget control and procurement processes.
• Knowledge of Workplace Health & Safety regulations and practices.
• Proficiency in the use of Prezi and Visio will be an advantage.

RESPONSIBILITIESFinancial Management

• Send all supplier quotes to the relevant Manager for sign-off.
• Submit all re-billing to the Finance Department.
• Implement measures to manage company resources efficiently and reduce overtime for staff by optimising staff allocations and appointments.
• Report on any issues that might cause financial losses in the company, such as electricity wastage, misuse of paper or printers, and non-adherence to the travel policy budget parameters, while identifying solutions to reduce or eliminate these inefficiencies.

Operational:Executive Support & Diary Management:

• Manage and coordinate the diaries of Executive Committee (Exco) members, ensuring efficient scheduling of meetings, appointments, and engagements.
• Arrange and oversee logistics for internal and external strategy sessions.
• Be the custodian for social matters and arrangements such as birthdays or special events in the Executive office.

Travel Management:

• Responsible for the flight and accommodation bookings, keeping relevant personnel up to date and informed of booking information, options, and price implications, while ensuring adherence to approval processes.
• Oversee and coordinate both local and international travel for Executives and employees, including flights, accommodation, visas, and transportation.
• Arrange transportation and accommodation for global executives during visits, including airport transfers and in-country logistics.

Office Management:

• Act as a Wellness Committee representative for Senior Management, driving initiatives that promote employee well-being.
• Communicate and diarise all important internal communication matters such as wellness initiatives or other social engagements with the Senior Management team.
• Ensure all catering requirements for training and meetings are done within budget parameters.
• Effectively manage boardroom bookings.
• Identify and provide solutions to streamline processes and increase efficiency in all aspects of the job.

Facilities Management:

• Ensure that office spaces such as the reception areas, Exco offices, canteen areas and training rooms are well maintained and equipped.
• Liaise with the Facilities Manager, vendors and service providers to maintain a high standard of office maintenance.
• Serve as a member of the Health & Safety Committee, ensuring workplace safety and compliance with regulations.

HR Management:

• Oversee the recruitment of resources for the department.
• Conduct bi-annual performance reviews with direct reports.
• Responsible for the development and training of direct reports.
• Initiate disciplinary action for direct reports that are non-compliant with company objectives, policies and procedures.
• Ensure sound and productive employee relations, good morale, and productive work culture across departments.

COMPETENCIES

• Interacting with People: Very lively, talkative and projects enthusiasm. Is focused on interacting and networking with people.
• Managing Tasks: Very effective at planning and organising, identifies clear priorities and milestones.
• Producing Output: Works at a fast pace, works well when busy and copes well with multi-tasking.
• Directing People: Very likely to take the lead, take control of things and coordinating people.
• Meeting Timescales: Conscientious about meeting deadlines, highly punctual and high unlikely to leave things unfinished.
• Following Procedures: Extremely rule following, procedural and risk averse.
• Upholding Standards: Uphold the highest standards and honour agreed commitments. Is discreet and maintains confidentiality.
• Checking Things: Very thorough and even perfectionistic, ensures that things are done properly, delivering high quality work with great attention to detail.
• Examining Information: Analyses and processes information very effectively when solving problems. Very curios and good at asking probing questions.
• Interpreting Data: Very effective in applying technology and working with numerical data when evaluating problems. Relies heavily on facts and hard, objective data when evaluating problems.

Careers24