Office Manager

Summary

Join our client's dynamic team in the renewable energy sector as their new Office Manager. You will be responsible for the smooth day-to-day running of the office, overseeing administrative systems, facilities, supplies, and vendor coordination. This role involves managing office operations, supporting HR functions, and coordinating travel arrangements. The ideal candidate will have a bachelor's degree and 3+ years of experience in HR and administrative support. Strong organizational and multitasking skills are essential, along with the ability to work remotely. The position offers the opportunity to contribute to a growing company in a vital sector.

Requirements

• Diploma or bachelor’s degree in business administration, Human Resource Management, or related field
• 3+ years of experience in HR and administrative support, preferably in a fast-paced environment
• Familiarity with HR software and MS Office (Excel, Word, PowerPoint)
• Strong organizational and multitasking skills
• Ability to work remotely under minimal supervision
• High level of integrity and confidentiality
• Good communication and interpersonal skills
• Good organizational and time management skills
• Ability to multitask and prioritize daily workload
• Creative thinker and proactive problem solver

Responsibilities

• Ensure the office runs efficiently and professionally, creating an environment that enables staff productivity and operational effectiveness
• Oversee general office operations including supplies, equipment, cleanliness, and maintenance
• Serve as the primary point of contact for office vendors, utility service providers, and Landlord
• Manage vendors and support staff at the office
• Manage office inventory, stationery, and equipment requisitions and usage tracking
• Organize logistics for internal meetings, events, and training sessions (venue booking, refreshments, materials, etc.)
• Maintain records of office utility bills and ensure timely payments
• Ensure adherence to company administrative policies and safety protocols
• Order and dispatch of staff business cards, staff ID and welcome package when joining the company
• Maintain office expenses and ensure that claims are made timely to avoid disruption of work
• Assist with the onboarding arrangements and orientation of new employees, ensuring a smooth transition
• Prive HR support to the CC team as and when needed
• Support leave and attendance tracking and escalate irregularities
• Help coordinate employee welfare activities and staff engagement initiatives, such as Fun Fridays
• Managing a tracker for Business cards and Staff ID that have been printed and dispatched
• Assist with drafting HR newsletters, welcome emails for new recruits and other routine HR communications such as public holidays as guided by the line manager
• Support coordination of travel arrangements (flights, accommodation, local transportation) for staff within and outside Zambia
• Manage bookings for visiting team members, including visas and airport pickups and drop-offs