Office Manager & Executive Support Officer Full Time NEW

Role Overview

Serving as the central point of coordination for office operations and administration across the department, the Office Manager oversees day-to-day office functioning, including facilities, vendor management, and cost control.

The Office Manager ensures the smooth running of all administrative processes and provides broader team support on office-related matters. The position also includes occasional executive support to the BxT Management Committee and Senior HR Manager as a secondary responsibility.

Core accountabilities include managing end-to-end cost-related processes covering purchase orders, MIGO, invoice processing, and the preparation of tracking reports.

Job Responsibilities

Office Operations & Administration

• Own and manage overall office operations, ensuring procedures are organised, efficient, and consistently followed across the department.
• Serve as the primary point of contact for all office management matters, including procurement, office supplies, maintenance, facilities, and general services.
• Ensure office efficiency through proactive planning and execution of equipment procurement, space layouts, and operational systems.
• Manage building and parking access for all staff.
• Provide a professional and welcoming environment for visitors and external guests.
• Act as interim coordination support in the absence of other assistants within the affiliate, as required

Vendor & Cost Management

• Manage relationships with vendors, service providers, and the building landlord.
• Lead contract and price negotiations with office vendors, service providers, and on office lease matters as required; ensure all items are invoiced and settled on time.
• Oversee the full PR/PO process, coordinate expenses validation with Finance, HR & CEO, and manage vendor code creation in the system.
• Monitor invoices and maintain a comprehensive master tracker covering all payments, vendor creation, and cost control.
• Prepare and maintain monthly reports tracking all office costs and expenses; ensure timely updates to PO, travel, and invoice trackers and follow up to ensure payments are processed.
• Liaise with the Cost Controller and Accounting department on all invoices and provider matters.

Events, Logistics & Team Support

• Coordinate and organise internal and external events as directed by Management.
• Oversee end-to-end logistics for missions, seminars, and team events, including hotels, restaurants, and transportation bookings.
• Support the setup and organisation of internal meeting logistics for the department.
• Contribute to the overall effectiveness of the business by providing structured administrative support to the team.

Executive Support:

• Support the BxT Management Committee with diary management, scheduling, and daily meeting coordination as needed.
• Coordinate travel arrangements for BxT Management Committee and the broader team.
• Process expense claims for the CEO and verify and follow up on expense submissions for the team.
• Ensure the CEO is appropriately briefed and prepared for key engagements; maintain accurate records of correspondence and logistical arrangements (meeting rooms, drivers, taxis, etc.).

OTHER OBJECTIVES

• Ensure adherence to compliance processes and guidelines specific to position’s roles and responsibilities.
• Work on different projects within the team or with other teams as and when required.
• Manage coordination with different departments for executing tasks.
• Maintain respectful and professional rapport with all team members.
• Be proactive in achieving and completion of tasks. Take lead in completing given tasks and responsibilities.
• Help the team as and when required for responsible areas.
• Complete, assist with other Ad-hoc works as delegated.

CONTEXT AND ENVIRONMENT

This role requires solid expertise in office management and administration, combined with strong organizational and coordination skills. The Office Manager is expected to take ownership of day-to-day operations, working proactively and with a degree of autonomy across teams and with senior stakeholders to ensure the office runs smoothly and efficiently.

Qualifications

Required Experience

• At least 8 years of relevant experience in an Office Management or senior administrative role
• Proven experience in office operations, facilities coordination, and vendor management
• Excellent communication and interpersonal skills
• Proficiency in English is essential; knowledge of French and/or Arabic is a valuable asset but not required
• Comfortable working in and contributing to a multicultural environment
• Technical knowledge:

– Office management systems and procedures

– Microsoft Office (Word, Excel, PowerPoint, Outlook)

– Strong IT literacy

– Corporate administrative practices