مدير مكتب

Job Description – Office Manager

Job Title: Office Manager

Location: Saudi Arabia

Job Purpose

The Office Manager is responsible for managing the day-to-day administrative operations of the office and ensuring a professional, organized, and efficient working environment. The role oversees office administration, facilities, supplies, vendors, employees' administrative requirements, and coordination with internal and external stakeholders.

Key Responsibilities

1. Office Administration

• Manage the daily administrative operations of the office.
• Ensure the office is organized, clean, professional, and fully operational.
• Develop and implement administrative procedures and workflows.
• Coordinate internal meetings, appointments, and office activities.
• Manage incoming and outgoing correspondence and administrative documents.
• Maintain proper filing systems and office records.
• Ensure confidentiality of sensitive company and employee information.

2. Facilities Management

• Coordinate office maintenance, repairs, cleaning, security, and other facility requirements.
• Follow up with maintenance and service providers to ensure timely completion of work.
• Monitor office equipment, furniture, utilities, and general facilities.
• Ensure compliance with health, safety, and workplace requirements.
• Coordinate office relocation, expansion, renovation, and workspace arrangements when required.

3. Employee Administrative Support

• Support employees with general administrative requirements.
• Coordinate office access cards, parking, seating arrangements, and other workplace needs.
• Coordinate with HR, IT, Finance, and other departments regarding employee-related administrative matters.
• Support onboarding arrangements for new employees, including workstations, access, office equipment, and required administrative preparations.

4. Meetings & Events

• Coordinate internal meetings, workshops, conferences, and company events.
• Arrange meeting rooms, catering, equipment, transportation, and other logistical requirements.
• Coordinate VIP visits and business guests when required.
• Ensure all meeting and event arrangements are completed professionally and on time.

8. Travel & Logistics Support

• Support business travel arrangements when required.
• Coordinate transportation, accommodation, and other administrative logistics.
• Assist management and employees with travel-related administrative requirements.

9. Team Management

• Supervise administrative and office support staff when applicable.
• Assign duties and responsibilities and monitor performance.
• Prepare work schedules and ensure adequate coverage.
• Provide coaching and guidance to administrative team members.
• Conduct performance evaluations and recommend development opportunities.

10. Reporting

• Prepare regular reports on office operations, expenses, facilities, vendors, and outstanding issues.
• Escalate operational problems and urgent matters to management.
• Provide recommendations to improve office efficiency and employee experience.

Key Performance Indicators (KPIs)

• Office operational efficiency.
• Timely completion of administrative requests.
• Office maintenance and facility readiness.
• Employee satisfaction with administrative services.
• Vendor and service provider performance.
• Office expenses versus approved budget.
• Inventory accuracy and availability.
• Timely renewal of contracts, licenses, and service agreements.
• Successful coordination of meetings and company events.
• Compliance with company policies and procedures.

Qualifications & Experience

• Bachelor's degree in Business Administration, Management, Office Administration, or a related field.
• Minimum 5–8 years of relevant experience in office management or administration.
• Previous experience managing administrative teams is preferred.
• Experience in facilities, vendor, and service-provider management.
• Good knowledge of administrative procedures and office operations.
• Strong knowledge of Microsoft Office applications.
• Excellent communication and interpersonal skills.
• Strong organizational and time-management skills.
• Good command of English and Arabic is preferred.