Office Manager

Job description

The office manager will be responsible for overseeing and coordinating all administrative functions to ensure smooth daily operations within VAS. The role involves managing office supplies, handling travel arrangements, supporting hospitality and general procurement, and acting as a liaison with internal departments and external service providers.

• Serve as the liaison between VAS staff and supporting departments (HR, Finance, Marketing, Travel Office, PR).
• Act as the single point of contact (SPOC) on behalf of the CEO for all RFPs, registrations, and applications with partners/vendors.
• Communicate requests, approvals, and confirmations in a timely and professional manner.
• Manage the administrative team and all related attendance, vacation plans, and reports.
• Support HR in coordinating onboarding logistics for new employees (workspace setup, office access, supplies).
• Provide administrative support to the CEO and management team as required.
• Manage the procurement of office supplies, hospitality items, and general stationery.
• Track budgets for admin-related expenditures and highlight variances to management.
• Ensure timely settlement of office supply expenses with Finance by submitting invoices and approvals.
• Monitor overhead expenses across departments actual vs. budget.
• Coordinate the business card issuance process, including collecting requests, validating with HR, submitting to Marketing, and handling urgent requests directly with the print house and Finance.
• Ensure compliance with company policies in document handling.
• Verify all travel forms, approvals, and supporting documents before submission to the Travel Office.
• Act as a point of contact with Giza Systems Travel Office, Giza Arabia, and PR representatives to ensure proper processing of bookings and visas.
• Process and manage travel requests, including flights, accommodations, visa issuance, and car rentals.
• Communicate travel confirmations, tickets, and accommodation details to employees.
• Monitor invoices received from travel agencies, validate services, and process payments with Finance.
• Respond to client inquiries, referring them to the appropriate person concerned.

Personal skills

• Bachelor's degree in business administration, management, or related field.
• Five years of proven experience in office management, administration, or executive support.
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills in English and Arabic.
• Proficiency in MS Office (Excel, Outlook, Word, PowerPoint).
• Ability to handle confidential information with discretion.
• Experience in coordinating with multiple stakeholders and managing workflows.

Technical skills

• Strong interpersonal and communication skills.
• Problem-solving and decision-making ability.
• Proactive and resourceful in handling urgent requests.
• Financial awareness for handling petty cash and invoice settlements.
• Time management and ability to prioritize tasks effectively.

Education

Bachelor's degree in business administration, industrial management, or a related field.