Description du poste Role:
Office Manager – Morocco
Reporting Line:
- Head of Office (Line Manager)
- Director of Administration (Supervisor)
Requirements:
Essential
- At least 3 years' management or senior administrator experience in a corporate or other significant professional service provider.
- Can demonstrate experience in planning creative solutions to handle or manage complex administrative issues.
- Can demonstrate IT skills, including working with document management systems.
- Strong interpersonal and communication skills, including impeccable oral and written communication skills.
- Outstanding skills in organization, research, analysis, problem solving and time management.
- Can demonstrate ability to work under pressure and meet deadlines.
- Leadership skills and ability to work autonomously and as part of a team.
- High level observance of confidentiality, judgement, and discretion.
- Trilingual (Arabic, English, French)
Desirable
- Experience with the operational functions of HR, IT, Finance and Marketing in a professional firm.
Primary Job Purpose:
Al Tamimi & Company's Management department is responsible for monitoring, evaluating and controlling all operational aspects related to the firm's long- and short-term strategic objectives and vision.
The Office Manager ensures that all aspects of the office's operations are run smoothly and efficiently; working in close collaboration with the Head of Office and the Director of Administration; and serves as the administrative liaison between the Head of Office and different internal and external stakeholders.
The role requires a commercial, service-oriented professional, who understands and will promote the office objectives and services and will form a fundamental part in enhancing the current operations and procedures. The role is client and employee facing with the responsibility of dealing with clients, staff, suppliers, and consultants.
The successful candidate must be a self-starter, creative problem solver and a team player who is collaborative, yet comfortable in making decisions. Fluent in oral and written communication skills, service delivery oriented, proactive, with a “can do” attitude, are a few essential attributes. The ideal candidate also thrives on meeting challenges in a demanding environment.
Duties & Responsibilities:
The Office Manager's core responsibilities include but are not limited to:
Operational responsibilities:
- Overseeing and controlling the daily operations of the office, including managing and coordinating workstations, parking allocation, security access cards and general supplies for the office, such as stationery, kitchen provisions, and equipment needed for the office operational activities. (Administration)
- Preparing key messages and drafting communications to be shared with the office staff and different stakeholders. (All Business Services Units)
- Collaborating with the Head of Office on making recommendations to change in relation to current procedures and services to increase efficiency and ensure continuous operational improvement. (All Business Services Units)
- Adhere to all Company Policies without exceptions.
- Adhere to the company policy on a green and sustainable environment by reducing waste of paper, electricity, eradication of plastic, etc.
- Coordinating the office's day- to- day operational activities with the Head of Office and Director of Administration, acting as a liaison between vendors, clients, support, and business functions when required. (Administration).
- Ensure all SLA's (Service Level Agreements) are compliant with Data Protection and saved in DMS.
- Managing Reception and Administration team shifts, to always ensure adequate cover and the provision of a consistent and excellent customer service. (Administration).
- Assisting in pre-event preparation with the Marketing Department, including managing booking, arranging travel, memberships and conference / seminar registrations, transport, and accommodation in coordination with Travel Help Desk. (Marketing + Administration + HR)
- Assisting in administrative and training related matters during the Life Cycle of Employment for office staff in coordination with the HR Department. (HR)
- Collaborating with the Head of Office to identify, prepare and make recommendations on Business Development opportunities. (Marketing)
- Collaborating with the Head of Office and Finance in preparing the office financial statistics reports for Partner's and Management meetings and reviews. (Finance)
- Supervising, training, and monitoring the office Administration and Professional Service staff to ensure delivery of excellent customer service to internal and external clients. (Administration)
- Identifying and acting on opportunities to improve the efficient and correct use of IT available resources in the office and guiding staff to ensure the compliance with the firm's IT policies and best practice guides for the office. (IT)
- Deals with office maintenance requirements in coordination with the Facilities Manager. (Administration)
- Supports the Head of Office and Director of Administration with the budgeting process, ensuring that required operational resources are included in the office budget. (Administration & Finance)
- Liaises with various departments and the Head of Office to ensure that time recording and billing deadlines for the office are met. (Finance)
- Ensures that all matter-related documents are filed on DMS (Document Management System)
- Ensure consistent contributions are done to the Knowledge Bank
- Supervising, managing, and training secretaries in coordination with the secretarial service manager to ensure that resources are allocated and thus, excellent, and reliable secretarial support is provided to the professionals. (Secretarial service)
- In collaboration with the Head of the Office monitors and manages compliance and regulatory issues and changes impacting the office operations and clients. (Group Compliance)
- Collaborates with the Head of Office to coordinate Cross-Selling and Cross-Training meetings and trainings to support knowledge sharing between the professionals and the office practices. (Marketing + Knowledge Management)
- Monitors and safeguards the “Safe” containing any office valuables.
- Administers and processes all Petty Cash transactions within the parameters of the firm's Finance Department policies and procedures. Maintains the Petty Cash float. Prepares Reimbursement Claims on a weekly basis. (Finance) (in case no Finance personnel on ground)
- Ensure on top of all KPI's set by the Line Manager and Director of Administration.
Education & Certification:
Essential
- University degree
- Proficiency in MS Office
Desirable
Diploma in Accounting / Business / Management or related field
Relationships:
- Head of Office
- Director of Administration
- Chief Operating Officer
- Heads of Departments
- Professional services teams
- Internal clients
- External clients
- Business Services teams (Administration, HR, Finance, Marketing, Group Compliance, IT, Knowledge Management).
DIVERSITY, EQUITY & INCLUSION
Essential to our success as a Professional Organization is our ability to attract and retain the best talent from a diverse range of backgrounds. We are committed to a work environment where everyone can reach their potential and we have an inclusive culture which respects individual differences.
We undertake and support a number of internal and external initiatives aimed at increasing diversity within the profession and we encourage all our partners and staff to get involved.
Al Tamimi & Company is committed to providing equal opportunities for all. We welcome applications from candidates with disabilities and support those in the workplace who have a disability.
Détails du poste Lieu de travail Maroc Domaine de la société Autres Services de Soutien aux Entreprises Type de société Non spécifié Type demploi Non spécifié Salaire mensuel Non spécifié Nombre de postes à pourvoir Non spécifié