Office Manager

The Office Manager leads day-to-day office administration, management support, meeting coordination, facilities services, suppliers, records, correspondence, office purchasing and administrative controls. The role ensures that leaders and teams receive timely, professional support while company information, commitments, costs and workplace standards remain well controlled

POSITION PURPOSE

The Office Manager leads day-to-day office administration, management support, meeting coordination, facilities services, suppliers, records, correspondence, office purchasing and administrative controls. The role ensures that leaders and teams receive timely, professional support while company information, commitments, costs and workplace standards remain well controlled

SUCCESS PROFILE

A discreet, service-minded and highly organized administrator who anticipates needs, keeps executives and teams aligned, protects confidential information, controls vendors and office costs, and closes administrative actions reliably.

KEY ACCOUNTABILITIES

1. Executive and Management Support
   Manage calendars, appointments, meeting schedules and priorities for the General Manager or Owner as assigned. Prepare agendas, briefing materials, presentations, correspondence and management documents to a high standard. Record accurate meeting minutes, maintain action logs, follow up owners and escalate overdue commitments. Coordinate business travel, visitor arrangements and confidential matters with discretion and sound judgement.
2. Daily Office Operations
   Maintain an orderly, professional and service-oriented office environment, reception flow and shared administrative calendar. Coordinate incoming calls, mail, couriers, visitors, deliveries, meeting rooms, refreshments and routine office requests. Establish clear office procedures, service standards, checklists and escalation routes for recurring activities. Monitor administrative workload and ensure requests are completed accurately and within agreed timelines.
3. Facilities and Workplace Services
   Coordinate assigned office facilities, utilities, maintenance, cleaning, pest control, security access and workplace services. Maintain service schedules, asset and key registers, maintenance logs and workplace inspection records. Raise and track faults, arrange approved repairs, verify completion and escalate safety or business-continuity risks. Support workspace planning, office moves and ergonomic, housekeeping and employee-welfare requirements.
4. Suppliers, Purchasing and Contracts
   Source office supplies and administrative services through approved quotations, purchase requests and authorization controls. Maintain supplier records, contracts, insurance documents, renewal dates, service-level expectations and performance reviews. Verify delivery, quality and invoice accuracy before routing documentation for Finance approval and payment. Challenge recurring costs, consolidate demand and identify practical savings without reducing service quality.
5. Records, Correspondence and Document Control
   Maintain secure physical and electronic filing systems with clear naming, access, retention and retrieval standards. Control official correspondence, management approvals, contracts, certificates, policies and administrative registers. Track expiries and renewals for assigned licences, subscriptions, agreements and company documents. Protect confidential employee, commercial, legal and management information from unauthorized access or disclosure
6. Internal Communication and Coordination
   Act as a reliable coordination point between management, departments, stores, warehouse teams and external parties. Draft and distribute approved notices, circulars, schedules and instructions in clear Arabic and English. Maintain action trackers for cross-functional commitments and provide concise status updates to management. Handle enquiries professionally and direct sensitive or specialized matters to the appropriate owner promptly.
7. Administrative Budget and Financial Controls
   Prepare and monitor the office and administration budget, routine commitments, purchase requests and monthly forecasts. Administer approved petty cash or expense claims with complete receipts, reconciliation and segregation of duties. Track recurring expenses, supplier invoices, deposits, subscriptions and administrative accruals with Finance. Report cost variances, unusual spending, control gaps and savings opportunities accurately and on time.
8. Administrative Team and HR Support
   Supervise reception, office support, drivers, messengers or other assigned administrative staff and service providers. Set priorities, schedules, service standards and performance expectations; coach staff and address recurring gaps. Support HR with onboarding logistics, access cards, workstations, attendance documents and employee events as requested. Coordinate staff transport, uniforms, welfare items or accommodation administration only were assigned by management.
9. Events, Visits and Business Logistics
   Coordinate management meetings, interviews, audits, supplier visits, internal events and company functions. Prepare venues, materials, attendance lists, access, catering, transport and other logistical requirements. Support VIP and official visits with appropriate protocol, confidentiality and professional hospitality. Close each event or visit with documented expenses, outstanding actions and supplier-performance feedback.
10. Compliance, Risk and Business Continuity
    Follow company policies, Kuwait requirements and approved authority limits for purchases, records and administration. Coordinate administrative documents with the company's authorized government-relations representative when required. Maintain emergency contacts, call trees, key documents and office-continuity arrangements in coordination with management. Report confidentiality breaches, safety concerns, vendor failures, expired documents and other material risks promptly.

Desired Candidate Profile

REQUIREMENTS

Education
Bachelor's degree or diploma in Business Administration, Office Management, Management, Secretarial Studies or a related discipline.

Experience
Minimum 5-7 years of progressive office administration or executive-support experience, including at least 2 years coordinating staff or suppliers.

Kuwait exposure
Practical experience working in Kuwait and familiarity with local business practices, service providers and documentation are strongly preferred.

Sector background
Retail, trading, distribution, FMCG, hospitality or another fast-paced multi-department environment is preferred.

Executive support
Demonstrated capability in calendars, meetings, minutes, correspondence, travel, presentations and confidential management support.

Administration
Strong experience with facilities services, suppliers, purchasing, records, contracts, office budgets and service follow-up.

Systems and tools
Advanced Microsoft Office capability, particularly Outlook, Word, Excel and PowerPoint; familiarity with ERP, document-management or workflow tools is preferred.

Languages
Full professional proficiency in Arabic and English, with strong written communication and document-review capability.

Mobility
ability to attend suppliers, offices and company locations are preferred.

REQUIRED COMPETENCIES

Organization
Plans ahead, manages competing priorities and keeps calendars, records, actions and deadlines under control.

Discretion
Handles confidential management, employee and commercial information with maturity and integrity.

Service orientation
Responds professionally, anticipates practical needs and follows requests through to satisfactory closure.

Communication
Writes clearly in Arabic and English and adapts tone appropriately for executives, staff, visitors and suppliers.

Attention to detail
Produces accurate documents, minutes, invoices, schedules, registers and reconciliations.

Problem solving
Resolves routine issues independently, makes sensible trade-offs and escalates material risks early.

Cost consciousness
Protects company resources, challenges waste and balances service quality with value for money