Office Manager

Job Code: 318/001/131
Industry: Real Estate

Job Brief:
We are seeking a highly organized and proactive Office Manager to oversee the day‐to‐day administrative operations of the office. The role involves managing meetings, coordinating travel arrangements, ensuring efficient office administration, and supporting senior management in carrying out key business functions. The ideal candidate will be detail‐oriented, professional, and capable of handling confidential information with discretion.

Job Responsibilities:
Minutes of Meetings (MOM):

• Record, prepare, and circulate accurate Minutes of Meetings in a timely manner.
• Ensure action points are assigned to responsible individuals with clear deadlines.

Follow-Up and Tracking:

• Regularly follow up with internal teams on action items and ensure timely completion.
• Maintain an updated log of outstanding and completed tasks for management review.

Meeting & Calendar Coordination:

• Organize and schedule internal and external meetings, appointments, and events.
• Manage the management team’s calendar and ensure timely reminders and logistical arrangements.

Travel and Logistics:

• Arrange travel itineraries, hotel bookings, visa processing, and transportation.
• Handle travel expense claims while ensuring compliance with company policies.

Confidentiality and Communication:

• Handle sensitive and confidential information with discretion.
• Draft, review, and manage official correspondence, memos, and reports.
• Ensure clear and timely communication across departments and external stakeholders.

Office Administration:

• Manage office supplies, maintenance, and overall administrative operations.
• Coordinate with vendors, service providers, and building management as required.
• Maintain proper filing systems (physical and digital).

Management Support:

• Provide executive assistance, including report preparation and presentation support.
• Prepare agendas and briefing materials for management meetings when required.

Other Responsibilities:

• Perform any additional administrative duties assigned by management.
• Contribute to the continuous improvement of administrative processes and efficiency.