Middle Office Manager

We are looking for an organized, proactive, and service-oriented Office Manager to ensure the smooth day-to-day operation of our office. In this role, you will be responsible for coordinating general office services, managing administrative processes, welcoming visitors, supporting office events, and maintaining a comfortable and well-organized working environment.

The ideal candidate is detail-oriented, communicative, and able to manage multiple tasks efficiently while maintaining a positive attitude and a high level of service.

Key Responsibilities

1. Office Administration & General Services

Coordinate daily office operations and ensure the smooth delivery of administrative services.

Manage office supply inventory, place orders, and coordinate the purchasing and delivery of goods and services in accordance with internal procedures.

Handle office-related requests in Jira, ensuring timely follow-up and resolution.

Coordinate with contractors, suppliers, and building management on office maintenance and operational matters.

Monitor office facilities, identify potential issues, and coordinate their resolution.

Keep office storage areas and supplies organized and properly maintained.

2. Visitor Management & Event Support

Coordinate business visits, including transportation, accommodation, catering, and meeting room arrangements.

Ensure meeting rooms and conference facilities are properly prepared for visitors and business meetings.

Maintain an inventory of visitor gifts and related materials.

Handle special visitor requests and escalate non-standard or high-priority situations when necessary.

Support the organization and coordination of internal office events.

3. Reception & Front Desk Operations

Manage incoming and outgoing mail, courier services, and ensure timely delivery of documents and packages.

Handle supplier documentation, payment-related requests, and administrative escalations.

Oversee reception area operations, including incoming calls, visitor assistance, information services, and lost-and-found procedures.

Conduct regular office checks to ensure the reception and common areas are maintained appropriately.

4. Office Setup & Facilities Coordination

Support office opening and closing procedures.

Assist with office relocation, reorganization, and workspace setup.

Coordinate the establishment and maintenance of office services and reception areas.

5. Administrative Reporting & Operational Support

Maintain records of administrative expenses and petty cash transactions.

Prepare expense reports and regular or ad hoc administrative reports.

Maintain and update office administration databases and documentation.

Identify opportunities to improve administrative processes, procedures, and office services.

Report operational issues and relevant updates to the Head of Administrative Services Sub-Unit.

Provide administrative and operational support to other departments when required.

Requirements

At least 1 year of relevant experience in office administration, office management, reception, or a similar role.

English proficiency at B2 level or higher.

Strong attention to detail and accuracy.

Excellent verbal and written communication skills.

Strong collaboration and interpersonal skills.

Good customer service and client relationship management skills.

Ability to multitask, prioritize tasks, and work effectively under pressure.

Positive, proactive, and flexible attitude, with a willingness to support colleagues and take ownership of tasks.

Creative approach to problem-solving and interest in improving the office environment.

Strong knowledge of MS Office (Excel, Word, Outlook, PowerPoint).