Job Description

Job Brief : As an Assistant Manager, Office & Procurement, you will play a pivotal role in ensuring that our office functions smoothly and that our procurement processes are efficient and cost-effective. This position requires strong leadership skills, attention to detail, and the ability to manage multiple tasks simultaneously. Your responsibilities will include:-

Office Administration & Facilities Management

• Provide administrative support to senior management, including calendar management, scheduling meetings, and handling correspondence.
• Maintain overall office organization and cleanliness, including monitoring pantry, stationery, and general supplies.
• Coordinate parking arrangements with building management for Heads of Department (HODs) and above.
• Coordinate and manage insurance policies including office insurance, employee insurance (e.g., medical), and part-timer insurance – handling renewals, documentation, and claims support.
• Manage office-related claims (utilities, repairs, purchases) to ensure compliance, timely submission, and proper documentation.
• Supervise office support staff and coordinate administrative tasks to ensure timely and accurate execution.
• Oversee office facilities and maintenance needs, including liaising with building management, service contractors, and external vendors.
• Arrange business travel logistics such as transportation, accommodations, and itineraries.
• Support company event planning, team meetings, and internal functions.
• Collaborate with the HR department for onboarding, offboarding, and maintenance of employee records.
• Ensure a safe and compliant office environment, aligned with health and safety regulations.
• Coordinate with IT support providers and ensure that office technology and systems are updated and operational.
• Act as a key point of contact for internal teams and external stakeholders, managing calls, emails, and administrative queries.

Procurement & Asset Management

• Develop and execute procurement strategies in line with company goals to ensure cost efficiency and quality standards.
• Source, evaluate, and negotiate with vendors and service providers to secure competitive pricing and terms.
• Create and manage purchase orders while ensuring alignment with procurement policies and budget control.
• Maintain and update an accurate inventory of office assets and supplies, ensuring optimal stock levels and minimizing waste.
• Oversee the lifecycle of office assets, including purchasing, tagging, tracking, maintenance, and disposal.
• Perform regular cost analysis and vendor performance reviews to identify areas for savings and improvement.
• Ensure all procurement and asset management activities comply with legal, regulatory, and internal policy requirements.
• Assist in preparing and monitoring the office budget, tracking expenses, and reporting variances.

Job Requirements

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field (Master's degree preferred).
• Proven experience in office management and procurement roles, with at least 2-4 years of relevant experience.
• Strong knowledge of procurement best practices and supply chain management.
• Excellent negotiation and vendor management skills.
• Strong organizational and multitasking abilities.

Skills