Office Manager

Company Name: The Metropolitan Skills

Job Description:

The postholder will maintain the office schedules, maintain effective documentation of records, ensure appropriate communication and correspondence, and maintain professional and technical knowledge for the effective running of the office.

ROLE AND RESPONSIBILITIES:

Technical

• Manage the Calendar, Diary and daily schedule of the principal : Organize and manage appointments, receive and welcomes visitors, liaise with guests to confirm appointments and with external parties to coordinate protocol and logistics arrangements for punctual attendance at such external meetings
• Provide office support for the efficient functioning of the office of the principal
• Organize office operations and procedures for optimal efficiency – utilities, facilities management, liaison with third party service providers for maintenance of office equipment.

Administration

• Administrative Management: Organize meetings, receive, draft, and make follow-up on administrative letters. Book meeting rooms /venues and prepare meeting spaces for such meetings including request and provide supplies, tea /coffee /snacks etc.
• Management of mails and documents: Utilize a recording system for accurately tracking incoming and outgoing correspondence (hard copy and electronic); ensure e-archiving and e-filing of documents for easy retrieval using an efficient filing system.
• Ensure security, integrity and confidentiality of information, and the retention and protection of documents.

Management

• Coordinate the scheduling, appointments and travel arrangements /bookings for the principal or any other members of the principal’s travel entourage as may be advised.
• Coordinate activities of the office of the principal and allocate tasks and assignments to different line staff while ensuring accountability for effective delivery of each assignment.
• Recommend and implement approved procedural and process changes to improve operational efficiency.

Communication

• Effectively manage visitors and guests attending to their enquiries, requirements/ feedback and escalate as necessary.
• Ensure seamless communication between colleagues working in the office, domestic staff working with the principal and with third party service providers both at the office and residence to ensure cohesive and smooth work delivery.

General

• Process payments on a periodic basis as may be requested to beneficiaries as may be guided by the principal from time to time
• Assists colleagues with administrative tasks
• Contributes to team effort by accomplishing related results as needed
• Undertake other duties as may be assigned by the principal.

KNOWLEDGE, SKILLS AND COMPETENCIES

Education:

• Bachelor’s degree or Higher National Diploma (HND) or equivalent in Secretarial Studies or Administration or a related field from a recognized higher institution.

Experience:

• Six (6) years of progressively responsible experience in administrative Secretarial services including such tasks as the maintenance of personnel and financial records, managing an executive office and customer service.
• Computer skills: Demonstrate proficiency in the use of Microsoft suite of word processing, spreadsheet and presentation applications (Word, excel and PowerPoint).
• Understanding of administrative-related policies, procedures, and processes, and ability to recommend suitable office administration-related processes, systems and technology to improve efficiency.
• Competence and knowledge filing systems and correspondence-related procedures, guidelines and processes for preparing and using administrative documents and templates.
• Demonstrate ability to think on their feet, appraise situations and make sound judgment /decisions with little supervision.

KEY COMPETENCIES FOR EFFECTIVE PERFORMANCE OF ROLE

Professionalism

• Knowledge of basic protocol and ethics in a formal corporate work environment.
• Demonstrates professional competence and mastery of subject matter; and,
• Conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Leadership

• Ability to lead a small team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities.
• Ability to respect the organizational chain of command in an appropriate manner while simultaneously also protecting interest and motivation of various tiers in the chain of command.
• Ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions options or alternatives for approval.
• ability to utilize basic Code of Ethics to manage self, others, information and resources; and,
• Ability to mentor others and create feedback loops with supervisors, colleagues and the subordinates to build strong working relationships and improve performance.

Client Service Orientation

• Interpersonal skills with ability to keep both internal and external clients informed of progress or setbacks in projects of relevance to timeline, quality and quantity;
• Ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their need, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs; and,
• Ability to counsel, advise, consult and guide others on matters pertaining to assigned client service responsibilities and established client service standards.
• Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
• Establishes and maintains productive partnerships with clients by gaining their trust and respect.
• Identifies clients’ needs and matches them to appropriate solutions; and,
• Capacity to monitor ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects.

Multicultural Sensitivity and Advocacy

• Demonstrated respect, for cultural differences, fairness and ability to relate well with people from varied backgrounds, nationality, gender, ethnicity, race and religion.
• Ability to listen actively, consider people’s concerns and apply sound judgement, tact and diplomacy.
• Ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths.
• Ability to encourage, empower, and advocate for people in an unbiased and transparent manner.

Analytical and Critical Thinking

• Ability to study data/information from a variety of sources, identify anomalies, trends and issues, generate reports, and make sound recommendations.
• Ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance, compliance and performance targets.
• Knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals; and,
• Ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions and/or internal committees.

Communication

• Demonstrated operational proficiency in the use of computers in communicating using tools like email, word processing, excel, power point, and social media sites; ability to produce complex spreadsheets, graphics and charts to communicate trends, conclusions, observations, etc.
• Well-developed interpersonal skills with the ability to develop rapport, to make presentations, express opinions and debate ideas with others in a constructive manner.
• Exhibit interpersonal skills, make presentations, express opinions and debate ideas with others in a constructive manner.
• Demonstrates respect for differing perspectives and opinions

Planning and Implementation

• Ability to develop and implement an individual action plan for achieving specific work goals and identify, organize and monitor tasks throughout to facilitate execution.
• Demonstrated ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators and risks; and,
• Demonstrated ability to identify, collect and assess indicators to monitor own performance and performance of others and to take proactive remedial action as required.

Planning & Organizing:

• Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required.
• Allocates appropriate amounts of time and resources for completing work.
• Foresees risks and allows for contingencies when planning; and,
• Monitors and adjusts plans and actions as necessary; uses time efficiently

• Minimum Qualification :
• Experience Level : Mid level
• Experience Length : 6 years

Job Type: Full time

Job Posted: 8th April 2025