Office Manager / Administrator

About the Role
As an Office Manager / Administrator, you will be responsible for ensuring the smooth and efficient day-to-day operation of the office. You will oversee general office needs, coordinate suppliers and service providers, manage administrative activities, and ensure that the workplace remains organized, professional, properly equipped, and welcoming for employees and visitors. You will also provide occasional administrative support to the HR team and other departments when needed. This is a hands-on and varied position requiring excellent organization, attention to detail, autonomy, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities
Office Management & Administration

• Manage the day-to-day administrative operations of the office.
• Ensure the office is organized, well maintained, professional, and fully operational.
• Manage office supplies, stationery, equipment, furniture, and other workplace requirements.
• Monitor stock levels and coordinate purchases and replenishment when necessary.
• Coordinate with suppliers, vendors, building management, cleaning services, maintenance providers, couriers, and other external partners.
• Organize repairs and maintenance of office equipment and facilities.
• Handle incoming and outgoing mail, deliveries, correspondence, and general office communications.
• Maintain accurate and organized filing systems for administrative documents and company records.
• Coordinate meeting rooms and ensure they are prepared and equipped when required.
• Support the organization of internal meetings, company events, and employee activities.
• Assist with travel arrangements, accommodation, transportation, and other logistical requirements when necessary.
• Act as a key point of contact for employees regarding general office and administrative needs.

Administrative & Management Support

• Provide general administrative support to management and other departments when required.
• Coordinate meetings, appointments, calendars, and internal communications when needed.
• Prepare documents, reports, presentations, spreadsheets, and administrative trackers.
• Maintain organized records of contracts, invoices, quotations, and other administrative documents.
• Follow up on pending administrative requests to ensure timely completion.
• Support communication and coordination between departments.
• Assist with ad hoc administrative projects and operational requests.

Office Expenses & Supplier Coordination

• Track office-related expenses and maintain accurate administrative records.
• Collect and organize invoices, quotations, purchase requests, and supporting documentation.
• Request quotations from suppliers and service providers when required.
• Coordinate office purchases and ensure appropriate documentation is maintained.
• Support the Finance team with office-related invoices and expense documentation.
• Identify opportunities to improve office processes and optimize administrative costs.

HR Team Support

• Provide administrative support to the HR team when needed.
• Assist with occasional HR-related administrative tasks and document preparation.
• Support the coordination of interviews, meetings, or onboarding activities when requested.
• Handle HR-related information with appropriate confidentiality and discretion.

Requirements

• 4+ years of experience in Office Management, Administration, Office Coordination, or a similar position.
• Bachelor's degree or diploma in Business Administration, Management, or a related field is preferred.
• Strong proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong written and verbal communication skills.
• Professional and comfortable communicating with employees, managers, suppliers, visitors, and external partners.
• Proactive and able to identify and resolve day-to-day office needs independently.
• Reliable, service-oriented, and solution-focused.
• Strong interpersonal skills and a collaborative mindset.
• Ability to handle confidential company and employee information with discretion.

Why Join?

• Join a fast-growing international company developing ambitious AI and digital infrastructure projects.
• Play a central role in ensuring the smooth and efficient operation of the office.
• Work closely with employees, management, and different departments across the organization.
• Take ownership of varied responsibilities and have a direct impact on the day-to-day workplace experience.
• Develop broad experience across office management, administration, supplier coordination, and internal operations.
• Work in an international, dynamic, and results-driven environment.
• Benefit from professional development and career-growth opportunities as the company continues to expand.