Office Administive Manager

AlexEnergy Administrative

The Office Manager ensures the smooth and efficient daily functioning of the Alexandria office. This role supports all departments by managing office operations, coordinating administrative tasks, and maintaining a productive and organized work environment. The Office Manager is the point of contact for internal staff, vendors, and service providers.

Key Responsibilities

• Oversee the daily operations of the office and ensure a professional work environment.
• Manage office supplies, inventory, and equipment; ensure timely replenishment and maintenance.
• Coordinate with vendors, tradesmen, cleaners, and facility management for repairs, services, and office setup.
• Support the Operations Manager with administrative tasks and operational follow-up.
• Maintain office filing systems (digital and physical) and ensure organized documentation.

Staff Support & Communication

• Serve as the first point of contact for employees office-related requests and administrative needs.
• Coordinate internal communications, meeting schedules, and office calendars.
• Assist HR with basic administrative tasks such as attendance sheets, new employee orientation logistics, and documentation (if requested by HR Manager).
• Help prepare meeting rooms, training rooms, and ensure readiness for interviews or onboarding sessions.

Vendor & Procurement Management

• Manage relationships with suppliers for office furniture, utilities, stationery, cleaning services, and other operational needs.
• Obtain and compare quotations, prepare purchase requests, and support procurement processes.
• Track invoices and coordinate with Finance or Operations for payment follow-up.

Office Setup & Facilities

• Support the operational setup of new office areas or expansions (contractors, IT setup, furniture deliveries).
• Ensure compliance with safety standards, cleanliness, and workplace readiness.

Qualifications & Skills

• Previous experience as an Office Manager, Administrative Coordinator, or similar role.
• Strong organizational and multitasking abilities.
• Excellent communication skills and professional demeanor.
• Strong problem-solving skills and ability to work under pressure.
• Basic understanding of HR and operations workflows is an asset.
• Proficiency in MS Office (Word, Excel, Outlook).