Office coordinator/Manager (M/F)

We are seeking a highly organised and proactive Office Coordinator/Office Manager to oversee the daily operations for the office of an Oil & GAS company we represent. This role will also include responsibilities for reception duties and providing personal assistant support to senior management. The ideal candidate will be a multitasker with excellent communication skills and the ability to manage multiple priorities effectively.

Key Responsibilities:

1. Office Management:
   • Oversee and manage all administrative functions of the office to ensure a smooth and efficient operation.
   • Maintain office supplies inventory by checking stock and ordering necessary supplies.
   • Coordinate maintenance and repairs for office equipment and facilities.
   • Implement and maintain office procedures and systems to optimise workflow.
2. Reception Duties:
   • Serve as the first point of contact for visitors, clients, and employees, ensuring a welcoming and professional environment.
   • Answer, screen, and direct phone calls; manage correspondence and emails.
   • Schedule and coordinate meetings, appointments, and conference calls as needed.
3. Personal Assistant Responsibilities:
   • Provide administrative support to senior management, including managing calendars, scheduling meetings, and organising travel arrangements.
   • Prepare and edit correspondence, reports, and presentations.
   • Assist in organising company events, meetings, and conferences.
4. Communication and Coordination:
   • Act as a liaison between departments to facilitate communication and improve efficiency.
   • Coordinate with external vendors and service providers as necessary.
   • Assist in the onboarding process for new employees, including setting up workstations and organising orientation sessions.
5. Record Keeping and Reporting:
   • Maintain and update office records, files, and databases.
   • Prepare and submit regular reports on office activities and expenses.

Qualifications:

• Proven experience in office management, administrative support, or a similar role.
• Excellent organizational and multitasking skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• High level of discretion and confidentiality.
• Degree in Business Administration or a related field is preferred