Office Manager
Job description
A local company in Erbil is looking for an Office Manager.
An Office Manager working directly with the General Director, plays a central part in ensuring the seamless flow and coordination of day-to-day operations. From managing calendars and orchestrating meetings to overseeing office logistics and handling confidential matters, this position demands top-notch organizational skills, effective communication, and acute attention to detail.
Key Responsibilities
1.Provide administrative assistance to the General Director, including managing calendars, scheduling appointments, and coordinating meetings.
2.Handle communication on behalf of the General Director, if needed, both internal and external, including emails, phone calls, and written correspondence.
3.Oversee the day-to-day operations of the office, ensuring a smooth and efficient workflow; This may involve managing office supplies, equipment, and coordinating maintenance.
4.Arrange and coordinate meetings, conferences, and events attended by the General Director; This includes preparing agendas, distributing materials, and organizing logistics.
5.Organize, archive, and maintain important documents, reports, and files.
6.Ensure that information is easily accessible and confidential information is handled securely
7.Assist the General Director in managing and monitoring various projects, ensuring deadlines are met, and progress is communicated effectively.
8.Liaise with other departments and staff members on behalf of the General Director, fostering effective communication and collaboration within the organization.
9.Make travel arrangements for the General Director, including booking flights, accommodations, and transportation as needed.
10.Ensure that the office operates in compliance with organizational policies, procedures, and regulations.
11.Address and resolve operational issues or challenges that may arise within the office, seeking solutions and implementing improvements.
12.Act as a representative of the General Director in various capacities, attending meetings or events on their behalf when necessary.
13.Supervise and lead administrative staff within the office, providing guidance and support as needed.
14.Provide strategic support to the General Director by conducting research, preparing reports, and assisting in decision-making processes.
15.Maintain a high level of confidentiality regarding sensitive information related to the General Director's work and the organization.
16.Monitoring attendance, making leave files, and assisting with fingerprint report preparations.
17.Coordinate with HR department for any HR related matters.
Job Requirements
1. Bachelor's degree in Business Administration, Project Management, Engineering, or a related field is preferred; Relevant certifications in office management or administration are a plus.
2. 3+ Years work experience.
3. Proven experience in office management or executive support roles, with a minimum of 3-5 years in a similar capacity.
4. Demonstrated ability to assist in managing and monitoring various projects, ensuring deadlines are met and goals are achieved.
5. Proven ability to address and resolve operational issues or challenges, implementing effective solutions.
6. Experience in assisting with budget oversight, tracking expenses, and ensuring adherence to financial processes.
7. Previous experience in supervising and leading administrative staff.
8. Strong organizational and multitasking abilities with a keen attention to detail.
9. Proficient in using office software and tools, including Microsoft Office products and calendar management systems.
10. Excellent written and verbal communication skills in both English and Kurdish. (Knowledge of Arabic and Turkish is a plus)
11. Ability to effectively communicate on behalf of the General Director with internal and external stakeholders.
12. Ability to foster a collaborative and positive working environment within the office.
13. Knowledge of organizational policies, procedures, and regulations, with a commitment to ensuring compliance within the office.
14. Ability to provide strategic support to the General Director, including conducting research, preparing reports, and contributing to decision-making processes. (with little to no review required by Senior Management)
15. High level of integrity and the ability to maintain confidentiality regarding sensitive information related to the General Director's work and the organization.
16. Ability to adapt to changing priorities and work in a fast-paced environment.
17. Strong interpersonal skills with the ability to effectively liaise with other departments and staff members.
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