Office & Admin Manager

About the Office and Admin Manager role

This is an exciting opportunity for a person who is interested in furthering their career as a dynamic office manager, and providing administrative and coordination support for the senior executives. This role will be ideal for a proactive and detail-orientated individual who is passionate about managing a professional office space, likes to get things done and has the empathy and focus to support the executives in this exciting fintech business.

Where is this role based?

The company’s offices is in Riche Terre, Mauritius.

Who will you report to?

Chief Executive Officer and Finance Director

What will you do?

• Manage the office facilities for the team of 60+ employees
  • Ensure that all locations are always clean and hygienic and be responsible for the management of all sterile services, including managing the duties of the on-site cleaning contractor
  • Oversee maintenance, shopping, supplies, equipment, bills, and errands
  • Organise office operations and procedures
  • Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Analyse and track all monthly expenses against budget; continuously identify and drive cost saving initiatives
  • Partner with HR to maintain office policies as necessary
  • Coordinate with IT department on office equipment
  • Responsible for the office asset register
• Occupational health and safety (OH&S), legislative compliance
  • Ensure that all buildings and facilities meet all legislative requirements
  • Take accountability to ensure all OH&S requirements are met and ensure that all adequate controls, policies and procedures are in place to ensure compliance with applicable law
  • Conduct risk assessments and ensure mitigation initiatives are implemented accordingly
  • Ensure that adequate fire wardens and health and safety representatives are in place and receive adequate training
  • Assist in the execution of the business continuity plan
• Director administrative and coordination support
  • Ensure that the office telephone is answered during working hours (8am to 5pm weekdays) or diverted after office hours
  • Provide general welcome and support to visitors
  • Manage quarterly and bi-annual conference preparations, including collation of presentations
  • Board and conference minute taking and follow up
  • Travel bookings (overseas flights and hotels through travel agent, local hotels directly)
  • Coordination of board and conference catering, social events, taxi and restaurant arrangements, including communications with board directors
  • Assist in planning and arranging of ad hoc events and functions
  • Director email and diary management
  • Organise and schedule meetings and appointments in Microsoft Outlook

• Drafting communications, distribute reporting and meeting packs
• Liaise with company secretary / management company and related service providers
• New supplier take-on forms, purchase order capturing, receipting and related supplier queries
• Ensure documents requiring signature are executed by directors
• Manage and maintain filing, document management and maintain a structured filing system
• Create and improve PowerPoint presentations, as and when required
• Provide assistance with personal arrangements as and when required for executives
• General administrative requests

A little about who you are

• Strong interpersonal skills, verbal and written communication skills (fluent in French and English)
• Excellent planning, organisational, communication, and customer service skills
• Deadline driven with a high level of professionalism
• Natural multi-tasker with prioritising ability and ability to work well under pressure on own as well as within a team environment
• Tenacity and high attention to detail
• Initiative and sound judgement
• The ability to creatively solve problems

Required skills and qualifications

• High School Certificate holder
• HR, Administrative and/or relevant tertiary qualification an added advantage
• MS Office with experience in preparing PowerPoint presentations and using Outlook
• Minimum 5-years’ experience as an Administrative / Office manager
• Experience gained within a Corporate Head Office or similar environment working for top level executives
• Holder of a valid Driver’s License