Job Description

Our client, an Agility (Agile) services, technology and events company is currently seeking to hire a highly efficient Office Manager to help in their operations in Ghana.

 ROLE PROFILE

Successful candidate will be responsible for managing general office procedures to ensure processes and duties in the office flow efficiently. Maintains clear records on office expenses by managing invoices and ordering supplies based on the office budget.

DUTIES AND REPONSIBILITIES

• Reception duties, including answering incoming calls and scheduling appointments
• Follows up on phone calls and contacts as appropriate
• Answers general emails and postal correspondence with customers, 3^rd parties, service providers and suppliers
• Makes calls to collect debts and visit clients to collect payment
• Books meeting rooms, events space and conference facilities and able to secure good deals
• Processes expenses and invoices on a daily and weekly basis
• Creates budgets for running the office and orders office supplies
• Files and archives accurate records
• Contacts suppliers and partners to follow on key business issues / needs
• Manages health and safety as well as fire regulations within the office
• Negotiates and manages office insurance contracts
• Manages office subscriptions to magazines and online resources
• Monitors training material and confirms it’s all up to date
• Negotiates new customer accounts and contracts
• Produce weekly reports
• Ensure daily tasks are captured as “stories” on the digital and physical boards.
• Directly involved in sales and marketing – able to seek out new projects and secure new clients
• Sets clear monthly forecast on key expected deliverables
• Achieves performance for revenue and non-revenue based targets
• Arranges travel and accommodation plans for CEO / executives when required
• Manages the customer complaint procedure and able to respond within 24 hours
• Manages the back-office systems and support staff
• Organizes and audits the company’s systems, databases, and procedures
• Prepares weekly and monthly reports for the directors
• Provides administrative support for the directors as needed
• May take care of payroll procedures and process customer orders
• Organize Board meetings and liaises with investors on behalf of CEO
• Able to travel to attend meetings on behalf of the CEO
• Able to take minutes and prepare meeting reports
• Liaises with SSNIT, GRA, lawyers, accountants, bank, Corporate associations, AMA and other statutory bodies
• Serves as Executive Assistant to the CEO

Required Skills or Experience

EDUCATION

Bachelor’s degree in business administration or similar discipline.

 WORK EXPERIENCE

Minimum 3 years experience in a similar role.

REQUIREMENTS

• Proficiency in Microsoft Office
• Good Communication Skills, Both Verbal and Written
• Exceptional Organizational Skills
• Professional Telephone Manner
• Appropriate Mathematical Skills
• Ability to Perform Under Pressure
• Excellent Customer Care Skills
• Ability to Maintain Strict Confidentiality
• Ability to Prioritize Effectively
• Keen Attention to Detail
• Ability to Work Well Under Pressure
• Excellent Time Management Skills
• Excellent and Accurate Data Entry Skills
• Positive Attitude; Reliable and Dependable