Manager, Office Administration

Position Summary: 

This role is essential in ensuring smooth and efficient operations across various functions, including procurement, inventory management, travel coordination, event management, corporate gifting, facilities administration, and compliance. The ideal candidate will have a strong operational mindset, excellent organizational skills, and the ability to manage multiple responsibilities to support the company's growth and day-to-day functions. This position may have people management responsibilities.

Essential Functions of the job include but are not limited to:

Procurement & Inventory Management

• Oversee the procurement process, ensuring timely and cost-effective purchasing of office supplies, equipment, and other resources.
• Develop and manage supplier relationships, negotiate contracts, and ensure optimal quality and cost for all purchases.
• Implement and monitor inventory management processes to maintain adequate stock levels while minimizing waste and excess.

Travel Coordination

• Manage all travel arrangements, including flight bookings, hotel reservations, transportation, and itineraries for employees and executives.
• Ensure a seamless travel experience by coordinating schedules, managing budgets, and handling any travel-related issues promptly.
• Negotiate with travel vendors and hotel partners to obtain competitive rates and preferred partnerships.

Facilities Administration

• Oversee office facilities to ensure a safe, functional, and positive working environment for all employees.
• Manage service contracts with vendors for maintenance, security, cleaning, and other essential services.
• Coordinate office moves, space planning, and office layout changes to support team growth and needs.

Compliance & Office Administration

• Ensure compliance with local regulations, company policies, and industry standards across operations functions.
• Implement health and safety measures and oversee adherence to workplace policies to maintain a compliant and secure work environment.
• Manage general office administration tasks, including handling mail, monitoring office supplies, and maintaining records.

Event Management

• Plan and execute company events, meetings, and team-building activities, both virtual and in-person, to support employee engagement and morale.
• Coordinate logistics, venue bookings, and vendor management for events, ensuring smooth execution and high attendee satisfaction.
• Work closely with various departments to align events with company culture and strategic goals.

Corporate Gifting

• Develop and manage the corporate gifting strategy to support client relationships, employee recognition, and special occasions.
• Source and select appropriate corporate gifts, manage inventory, and ensure timely delivery for all gifting initiatives.
• Establish and maintain relationships with vendors to ensure quality, cost-effectiveness, and adherence to company branding.

Qualifications

• Bachelor’s degree in business administration, Operations Management, or a related field.
• 5+ years of experience in operations management, procurement, facilities administration, and event coordination.
• Strong understanding of procurement processes, vendor management, and inventory control.
• Excellent organizational and multitasking skills with attention to detail.
• Effective communication and negotiation skills.
• Proficiency with Microsoft Office Suite and operations management software.

Competencies:  

• Strong influencing skills  
• Excellent communication skills, both written and oral 
• Work effectively as a team member and promotes collaboration 
• Demonstrate ownership, initiative and accountability 
• Supervisory experience 
• Proven writing skills and excellent communication skills. 
• Proven oral presentation skills. 
• Less than 50% travel - Domestic and international