Office Management Manager

About the Role

Abdul Latif Jameel is seeking an Office Management Manager for a full-time position in Makkah, with operations spanning Jeddah and Makkah. This role is responsible for overseeing daily administrative and office management functions within the IT Department, ensuring smooth operations and supporting IT professionals. The manager will coordinate workflows, track key IT projects, and maintain compliance with internal policies to enhance departmental efficiency.

Key Responsibilities

• Manage daily office operations to ensure efficient departmental functioning.
• Track project progress and follow up on key administrative actions and deliverables.
• Maintain comprehensive filing and document management systems, ensuring proper archiving and confidentiality of IT documents.
• Coordinate office supplies, equipment, and service providers.
• Implement and maintain office procedures and administrative processes.
• Arrange and coordinate department meetings, conferences, and internal events, including logistics such as venue bookings, catering, and equipment.
• Handle hotel and travel bookings for department staff and visitors, including flights, hotel reservations, visa processing, and itineraries.
• Follow up on department purchases, purchase orders, invoices, and procurement activities, including supplier payments and budget tracking.
• Manage general correspondence, mail distribution, and office communications.
• Coordinate calendars, meetings, and appointments for IT leadership.
• Maintain IT files, contracts, legal notices, regulatory filings, and other IT documentation.
• Coordinate internal approvals and monitor key deadlines.
• Liaise with internal departments and external stakeholders on administrative matters.
• Support the preparation and maintenance of project schedules, timelines, and task trackers.
• Document discussions and track agreed actions for projects.
• Support change request documentation and maintain related records.
• Assist in monitoring project progress and provide regular status updates to management.
• Support the monitoring of project risks, issues, and action plans, escalating overdue items as needed.
• Assist in collecting project updates, preparing reports, and maintaining dashboards.
• Coordinate with stakeholders to track the implementation of process improvements and Kaizen initiatives.
• Maintain records of lessons learned and continuous improvement initiatives.

Qualifications and Experience

• 2-5 years of relevant experience in office management or administrative support roles.
• Demonstrated ability to manage daily administrative and office operations effectively.
• Experience in project coordination and tracking.
• Proficiency in maintaining document management systems and ensuring confidentiality.
• Strong organizational skills and attention to detail.
• Ability to coordinate with various internal departments and external stakeholders.

Work Environment

This role operates within the IT Department, supporting IT professionals and leadership. The position requires coordination with various internal departments and external stakeholders to ensure seamless administrative and project-related activities.

Application Process

Candidates meeting the specified qualifications are encouraged to apply. Salary details will be discussed during the interview process.