Office Manager

The Front Desk / Office Manager serves as the first point of contact for guests, clients, and staff, while ensuring the smooth daily operation of the office environment. This role combines front desk responsibilities (reception, communication, and guest management) with office administration duties (facility management, supplies, coordination, and staff support).

The ideal candidate is a proactive, well-organized professional with excellent communication and multitasking skills, capable of maintaining a warm and professional atmosphere while ensuring operational efficiency.

Key Responsibilities1. Front Desk & Guest Relations

• Serve as the first point of contact for all visitors and incoming calls, ensuring a positive and professional impression of the company.
• Manage the reception area to ensure it is tidy, organized, and welcoming at all times.
• Greet and direct guests, clients, and vendors to appropriate departments or personnel.
• Handle incoming and outgoing correspondence (emails, phone calls, deliveries, and mail).
• Maintain a visitor logbook and ensure access control in compliance with company security protocols.

2. Office Administration & Facility Management

• Oversee the general office environment, ensuring functionality, cleanliness, and safety.
• Coordinate with vendors, maintenance personnel, and service providers for utilities, cleaning, and repairs.
• Monitor and manage inventory of office supplies, stationery, kitchen, and cleaning materials.
• Support procurement activities, including sourcing quotes and managing purchase orders.
• Ensure compliance with company administrative policies and procedures.

3. Staff & Operations Support

• Assist HR and Operations teams with onboarding logistics (desk setup, orientation materials, staff ID cards, etc.).
• Support internal communications by disseminating notices, circulars, and memos.
• Manage meeting room schedules, coordinate internal meetings, and assist with event logistics.
• Provide administrative assistance to managers and departments as required.

4. Record & Asset Management

• Maintain accurate records of office assets, keys, and access cards.
• Track maintenance schedules for equipment (printers, air conditioners, lighting, etc.).
• Ensure prompt renewal of office-related contracts (e.g., internet, cleaning, utilities).

5. Financial & Reporting Duties

• Support petty cash disbursement and reconciliation in collaboration with the Finance team.
• Prepare and submit monthly administrative and operational reports.
• Assist in monitoring office budget expenditures related to supplies and maintenance.

Qualifications & Experience

• Bachelor's degree
  in Business Administration, Office Management, or a related field.
• 3–5 years
  experience in front desk, administrative, or office management roles (preferably in media, corporate, or creative environments).
• Proven experience managing vendors, office logistics, and facility operations.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with administrative software tools.
• Excellent communication (verbal & written), interpersonal, and organizational skills.
• Strong multitasking abilities and attention to detail.
• Professional appearance and demeanor.

Key Competencies

• Exceptional customer service orientation
• Strong problem-solving and decision-making abilities
• Time management and prioritization skills
• Confidentiality and discretion
• Initiative and adaptability
• Team collaboration and interpersonal sensitivity

Performance Indicators

• Timely resolution of administrative and operational issues
• Positive feedback from staff, clients, and guests
• Cleanliness, orderliness, and functionality of office environment
• Efficiency in vendor coordination and cost management
• Accuracy and timeliness of reports and documentation