Office Manager

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Job Purpose:

The Office Manager is responsible for the efficient
management of ADCG's office operations, facilities, administration services,
procurement coordination, vendor management, business travel arrangements, and
workplace experience. The role ensures the smooth day-to-day running of the
corporate office, manages relationships with key service providers, oversees
invoice processing through Microsoft Dynamics, maintains regulatory and
facilities compliance requirements, and drives continuous improvement initiatives
to enhance operational efficiency and employee experience. The incumbent will
also provide support to HR and other business functions as required.

Core Tasks, Responsibilities & Authority

Office Operations & Facilities Management

•            Manage the
day-to-day operations of ADCG offices, ensuring a professional, safe, and
efficient working environment.

•            Oversee
office facilities, preventive maintenance programs, space utilization, and
workplace improvements.

•            Coordinate
annual maintenance contracts for office equipment, facilities, security
systems, access control systems, and other operational requirements.

•            Liaise
with building management, landlords, contractors, and service providers
regarding maintenance, repairs, and office enhancements.

•            Manage
Civil Defense compliance requirements and coordinate inspections,
certifications, and renewals.

•            Ensure
adherence to health, safety, and workplace standards across all office
locations.

•            Supervise
office support staff, including drivers, office assistants, cleaners, and
outsourced service providers.

Procurement & Vendor Management

•            Manage
office-related procurement activities in accordance with company policies.

•            Source
suppliers, obtain quotations, conduct commercial evaluations, and negotiate
costs and service agreements.

•            Administer
vendor onboarding and maintain supplier records.

•            Monitor
supplier performance and ensure service-level commitments are achieved.

•            Support
contract renewals and vendor relationship management.

•            Identify
opportunities for cost optimization and improved service delivery.

Invoice Processing

•            Process
purchase requests, purchase orders, and payment requests through Microsoft
Dynamics.

•            Review and
validate invoices, delivery notes, statements of account, and supporting
documentation.

•            Coordinate
with Finance to ensure timely invoice processing and vendor payments.

•            Maintain
accurate records within Microsoft Dynamics and other company systems.

•            Generate
administration and procurement reports as required.

Business Travel & Executive Support

•            Coordinate
domestic and international business travel arrangements, including flights,
accommodation, visas, transportation, and travel-related requirements.

•            Manage
travel bookings through approved travel providers and ensure compliance with
company policy.

•            Support
visiting executives, board members, candidates, and guests with travel and
logistics arrangements.

•            Monitor
travel expenditure and identify opportunities for efficiencies and savings.

Office Administration & Corporate Support

•            Manage
office supplies, stationery, pantry inventory, and operational consumables.

•            Ensure all
office equipment and resources are available and functioning effectively.

•            Coordinate
meeting rooms, visitor access, parking arrangements, and business hospitality
requirements.

•            Maintain
administration records, contracts, licenses, permits, and operational
documentation.

•            Support
company events, employee engagement activities, and corporate initiatives.

Innovation & Continuous Improvement

•            Identify
opportunities to automate and improve administrative and operational processes.

•            Leverage
technology solutions to improve service delivery, reporting, and operational
efficiency.

•            Support
digital transformation initiatives involving administration and workplace
management.

•            Recommend
innovative solutions that enhance employee experience, workplace efficiency,
and cost control.

HR & Employee Support

•            Support
onboarding activities, including workspace readiness, equipment allocation, and
employee logistics.

•            Coordinate
visa-related and relocation administration activities where required.

•            Provide
administrative support to HR processes and employee lifecycle activities as
needed.

Professional Profile

Experience and Educational
Qualifications 

•            5–8 years'
experience in Office Management, Administration, Facilities Management, or
Corporate Services.

•            Experience
managing procurement activities, vendor relationships, and office operations.

•            Experience
processing invoices and purchase requests through ERP systems.

•            Prior
experience within a corporate, family office, Holding, or Facilities/ Real Estate services environment is preferred.

•          Bachelor's Degree in Business
Administration, Operations Management, Facilities Management, or a related
discipline.