Job Summary
Perform the duties of an Office Manager
Minimum Qualification:
Degree
Experience Level:
Mid level
Experience Length:
2 years
Job Description
Administrative Functions
Maintains office services by organizing office operations and procedures; controlling (receiving and directing) correspondences; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
To support the company’s operations by maintaining office systems and supervising staff.
Protect the company’s culture, business ethics and etiquette and reputation
To create conditions with resources where people are able to perform their tasks efficiently and effectively.
Ensure the company compliances with all regulatory and other similar bodies
Organizing meetings and managing databases
Booking transport and accommodation
Organizing company events or conferences
Ordering stationery and furniture
Dealing with correspondence, complaints and queries
Preparing letters, presentations and report
Implementing and maintaining procedures/office administrative systems
Provided daily organizational and administrative support to the Executive Director and the firm as a whole.
Manage office documents and ensuring accurate filing of records for easy retrieval and references.
Management of Office correspondence
Facilities Management: managing office space and ensuring smooth business operations and continuity
Procurement Planning: ensure the availability of office consumables and management of stocks, third party contracts management
Assisted Executive Director and Accounts officer in budget preparation, issue of project invoices, account records, petty cash management and other financial management activities.
Corporate Affairs and External Relations. Liaised with Business Partners, Clients and other Stakeholders of the firm to facilitate effective communication and timely delivery of project documents and other deliverables to clients.
Assisted the firm in fulfilling its statutory obligations by initiating SSF payment, support for company re-registration, PAYE and Filing of Annual Returns of the firm.
Prepared correspondence on Executive Directors behalf to banks, Suppliers, and other clients of the firm.
Coordinated Executive Directors schedule by planning and scheduling meetings with clients.
Organized meetings and engagements, training workshops, staff travels and flight bookings for staff.
Managed and liaised with company drivers to ensure that the company fleet are well maintained and used according to the company's policies
HR Functions
Ensuring that health and safety policies are up to date and adhere to
Manage human capital - leave record management, etc.
Assisting the organisation's HR function by scheduling interviews, recruitment, Selection, training of employees and organizing induction programmes for new employees
Complete operational requirements by scheduling and assigning employees.
Maintain office staff job results by coaching, counselling, and disciplining employees;
Maintaining personnel records up to date, and ensuring staff adhere to the policies of the company as stated in the company's manual
Supervising and monitoring the work of administrative staff
Delegating tasks employees where necessary
Maintain office staff by recruiting, selecting, orienting, and training employees
Planning, monitoring, and appraising job results.
Ensure that all employees own and appreciate the core values of the company.
Accounting Duties
Managing office budgets
Maintain Petty Cash and Track office expenses
Assist with payroll, Pensions payments etc.
Assist with SSNIT and GRA filings and payments and other Statutory obligations
Write out Company’s cheques, get them signed and track them
Ensure funds disbursed are well accounted for with accurate receipts.
Establish procedures (checks and balances) for the reconciliation module to ensure all transactions are accurately recorded
Manage accounts for administrative budgets, expense forecasts, and bank reconciliations)
Manage statutory reporting, including payment of various taxes.
Ensure company's annual returns are filed and the annual renewal of the company's registration are complied with.
Follow up and collect all withholding tax certificates from insurance companies.
Qualification and Requirements
A minimum of a Bachelor’s Degree in any field
2 years’ experience preferably in an administrative role
Initiative and Innovation
Strong Analytical skills
Location: Osu
