Office Administration Manager

Role Overview

The Office Manager acts as the central point of coordination for all office-related activities, supporting the team by maintaining a productive and organized work environment. He/She ensure that administrative and operational processes run efficiently and provide support to the management team and employees as needed

In a small software company, the Office Manager often wears many hats, playing a key role in maintaining operational efficiency and fostering a positive work environment. Their proactive approach and ability to support various functions make them indispensable to the success of the company.

Office Administration & Operation:

• Manage day-to-day office operations, ensuring smooth workflow and efficient processes.
• Schedule and coordinate meetings, appointments, and company events.
• Includes- the CEO and 4 VPs schedule
• Maintain company records, contracts, and confidential documents.
• Assist with travel arrangements for employees, including booking flights, accommodations, and transportation.
• Prepare reports, presentations, and documents for management.
• Oversee office supplies and inventory, ensuring the office is well-stocked and functional.
• Maintain relationships with vendors, service providers, and landlords.
• Ensure the office environment is clean, safe, and conducive to work.
• Manage office-related budgets and expenses, including tracking and processing invoices.

Support for Management

• Act as a liaison between management and staff, ensuring clear communication.
• Assist the General Manager with ad hoc tasks or projects, such as coordinating company-wide updates or initiatives

Financial and Legal Assistance

• Handle petty cash and manage minor financial transactions.
• Assist with compliance tasks, such as filing necessary paperwork or ensuring adherence to legal and tax obligations (with external accountants or legal consultants).
• Work with bookkeeping and verify invoice allocated to correct budget item
• Track BVA (Budget Vs Actual) and alert to relevant department
• Provide monthly report and dashboard to management (Use GRD)

HR & Welfare

• Assist with onboarding new employees, including preparing workspaces and access credentials – According to company policy
• Arrange Social Events in the company- with the VP/ CEO.
• Help coordinate payroll (track vacation, time attended reports) – Monthly closing meeting
• Organize team-building activities and employee welfare programs – Yearly Gant plan
• Support hiring manager with recruitment process – According to company policy
• Filter of candidates and schedule job interviews.
• Employee branding and company core value
• Implement and manage employee benefit programs such as Happy Hour, increasing employee satisfaction (Yearly survey).
• Monthly news latter