Job Position: Office Operations Supervisor

Job Summary:

We are seeking an experienced, highly organized, and proactive Office Operations Supervisor to lead and oversee the daily administrative and operational functions of our office. As a senior member of the team, the Office Operations Supervisor will play a critical role in ensuring operational excellence, efficient workflow, and high-quality administrative support across the organization. The ideal candidate is a strong communicator and a natural leader with a hands-on approach to problem-solving, process improvement, and team coordination. This role requires a strategic mindset, high attention to detail, and the ability to manage multiple priorities while fostering a professional and productive work environment.

Duties and Responsibilities

• Supervise and coordinate all office operations to ensure a smooth and efficient working environment;
• Oversee office facilities, maintenance, equipment servicing, and general workplace safety;
• Develop and enforce office administrative procedures, ensuring adherence across departments;
• Lead, mentor, and supervise administrative and support staff, ensuring high performance and professional service delivery;
• Oversee the preparation, filing, and management of official documents, reports, and correspondence;
• Ensure that administrative records, physical and digital, are up-to-date, organized, and compliant with policies;
• Manage office supplies, equipment, and inventory, ensuring optimal usage and timely replenishment;
• Maintain an updated asset register and supervise asset issuance, tracking, and condition monitoring;
• Coordinate procurement processes related to administrative needs, including vendor sourcing and quotation reviews;
• Provide high-level administrative support to management teams, including scheduling, meeting coordination, and document preparation;
• Oversee the planning and logistical support for staff meetings, events, and training sessions;
• Facilitate effective communication between departments and ensure administrative needs are met promptly;
• Manage relationships with external service providers, including cleaners, maintenance teams, IT support, and security;
• Ensure vendors deliver services as per contract agreements and performance standards;
• Oversee administrative procurement and participate in contract negotiations when necessary;
• Prepare operational and administrative performance reports for senior management;
• Identify inefficiencies and recommend improvements to enhance office productivity and workflow;
• Lead initiatives to upgrade office systems, tools, and processes to support organizational growth.

Academic qualification 

• Bachelor's degree in Business Administration, Management, or related field. 

Skills & Abilities 

• Strong leadership, team management, and communication skills;
• Advanced organizational and multitasking abilities with a strong focus on detail;
• Proficiency in MS Office applications and office management systems;
• Experience in vendor management, facility oversight, and administrative budgeting;
• Strong problem-solving skills and the ability to make informed decisions under pressure;
• High level of professionalism, integrity, and confidentiality.

Years of experience: Minimum of 6 years of progressively responsible experience in office administration, with at least 3 years in a senior role.

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