Office Manager

Position Summary

We arelooking for a proactive, detail-oriented Office Manager to keep our premisessafe, secure, compliant and running smoothly. This role goes beyond traditionaloffice administration: you will be the primary owner of day-to-day facilitymanagement, a key point of control for site and operational security, and ahands-on assistant to the HSE function. You will work with staff, contractors,visitors and management to ensure that our workplace is a safe, efficient andwell-maintained environment.

Key Areas of Responsibility

1. Facility Management(Primary Focus)

• Oversee the daily upkeep of offices,common areas, storage spaces and site grounds, ensuring they are clean, orderlyand in good working conditions.

• Manage relationships with landlords,building management and service providers (cleaning, pest control, wasteremoval, landscaping, catering, couriers).

• Coordinate preventive and reactivemaintenance for HVAC, electrical, plumbing, lighting, fire systems, lifts andother building services; log, priorities and track all maintenance requests toclosure.

• Maintain a facility asset register andmaintenance schedule, including service due dates, warranties and inspectioncertificates.

• Obtain quotations, raise purchaseorders, review invoices and monitor the facility budget; identify cost-savingopportunities.

• Manage office supplies, equipment,furniture and workspace allocation, including moves, onboarding and offboardingsetups.

• Plan and supervise office renovations,relocations or fit-out work, coordinating with contractors and ensuring minimaldisruption.

• Oversee utilities, leases, insurancerenewals and facility-related licenses and permits.

2. Site and OperationsSecurity

• Administer physical access control:access cards/keys, visitor management, contractor sign-in and escorted access,and regular access-rights reviews.

• Supervise security personnel or guardservice providers, including shift schedules, post orders, patrol logs andperformance reviews.

• Oversee CCTV, alarm and intruderdetection systems; ensure they are tested, maintained, and that footage isretained and accessed according to policy.

• Maintain key registers, asset taggingand stock/equipment controls to safeguard company property.

• Enforce site security procedures fordeliveries, vehicle access, after-hours entry and restricted areas.

• Record, investigate and escalatesecurity incidents (theft, trespass, tailgating, suspicious activity) andreport to management with corrective recommendations.

• Support information and documentsecurity on site (clean-desk practice, secure storage, confidential wastedisposal).

• Assist with security risk assessmentsand with business continuity and emergency response planning.

3. HSE Assistance

• Support the HSE Officer/Manager inimplementing and monitoring the company’s Health, Safety and Environmentpolicies and procedures.

• Coordinate and document regularworkplace inspections, fire drills, evacuation exercises and first-aidreadiness (fire extinguishers, first-aid kits, AEDs, emergency lighting andassembly points).

• Maintain HSE records: incident andnear-miss reports, risk assessments, safety data sheets, training records,permits and audit evidence.

• Support incident reporting and investigationsand track corrective and preventive actions to completion.

• Schedule and track HSE training,inductions and certifications for employees, contractors and visitors.

• Verify that contractors have validinsurance, permits and method statements/risk assessments before work begins,and monitor compliance while on site.

• Promote safety awareness throughtoolbox talks, notices, campaigns and regular reminders; encourage hazardreporting.

• Assist with ergonomic assessments,waste management, recycling and other environmental initiatives.

• Help prepare for internal and externalaudits and regulatory inspections.

4. General OfficeAdministration

• Act as the first point of contact forvisitors, couriers and vendors, and direct enquiries appropriately.

• Manage incoming and outgoing mail,deliveries, filing systems and records.

• Support management with scheduling,meeting room and travel coordination, and company events.

• Support HR and Finance with onboardinglogistics, expense processing, vendor onboarding and basic reporting.

• Prepare reports, dashboards and KPIson facility, security and HSE performance for management review.

• Build and maintain emergency contactlists, call trees and standard operating procedures for the office.

Qualifications andExperience

Required

• Diploma or degree in BusinessAdministration, Facility Management, Occupational Health and Safety, or arelated field (or equivalent experience).

• 3–5 years of experience in officemanagement, facility management or administration, ideally in an operational,industrial, logistics or multi-tenant environment.

• Working knowledge of workplace healthand safety regulations and good practice.

• Experience managing vendors,contractors and service-level agreements.

• Proficiency in Microsoft Office (Word,Excel, Outlook) and comfort with CAFM/ticketing or similar systems.

Preferred

• Experience with access control, CCTVand alarm systems.

• Experience handling facility budgetsand procurement.

Skills and Competencies

• Strong organizational and multitaskingskills with the ability to prioritize under pressure.

• High attention to detail, integrityand discretion when dealing with sensitive and security-related information.

• Calm, decisive response in emergenciesand during incidents.

• Clear written and verbalcommunication; able to engage everyone from frontline staff to seniorleadership.

• Practical, problem-solving mindsetwith a service-oriented approach.

• Negotiation and vendor managementskills.

• Sound record-keeping and reportingdiscipline.

Key Performance Indicators

• Maintenance requests closed withinagreed timeframes

• Facility spends against budget

• Completion rate of scheduledinspections, drills and safety training

• Number and closure rate of securityand HSE incidents, near misses and corrective actions

• Audit and inspection results

• Contractor and visitor compliancerates

• Staff satisfaction with the workplaceenvironment

Working Conditions

• Primarily office and on-site based,with regular walk-throughs of facilities, grounds and operational areas.

• Occasional work outside standard hoursfor emergencies, drills, contractor works or security incidents.

• May require lifting light equipmentand extended periods of walking or standing during inspections.

• Must be able to serve as an emergencycontact and respond when needed.