Office Manager

Client of Jordan Impact; Kuwait City; On-site; KWD 17,000 - 26,000; Full time

Job summary

The Office Manager will lead day-to-day office administration, meeting coordination, facilities services, supplier management, and records control, ensuring professional support for executives and teams while safeguarding costs and workplace standards.

Responsibilities include managing calendars for the General Manager, coordinating travel, supervising reception and staff, maintaining filing systems, handling confidential information, and driving timely administrative actions in a fast-paced

Qualifications

• Bachelor's degree or diploma in Business Administration, Office Management, Management, Secretarial Studies or related discipline.
• Experience: 5-7 years in office administration or executive support, Kuwait exposure preferred.
• Strong proficiency with calendars, meetings, minutes, correspondence, travel and confidential management support.

Responsibilities

• Manage calendars, appointments, and priorities for GM/Owner.
• Coordinate travel, visitors, and confidential matters with discretion.
• Maintain orderly office operations, reception flow, and calendar.
• Oversee facilities, suppliers, purchasing, records, and contracts.

Skills

Executive support

Calendar management

Meeting coordination

Facilities management

Vendor management

Office purchasing

Record keeping

Discretion

Communication

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

ERP systems

Document management software

Job description

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 strong

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

strong Executive and Management Support strong 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 elevate overdue commitments Coordinate business travel visitor arrangements and confidential matters with discretion and sound judgement strong Daily Office Operations strong 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 strong Facilities and Workplace Services strong 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 escalation safety or business-continuity risks Support workspace planning office moves and ergonomic housekeeping and employee-welfare requirements strong Suppliers Purchasing and Contracts strong 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 strong Records Correspondence and Document Control strong 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 strong Internal Communication and Coordination strong 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 strong Administrative Budget and Financial Controls strong 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 strong Administrative Team and HR Support strong 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 strong Events Visits and Business Logistics strong 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 strong Compliance Risk and Business Continuity strong 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

REQUIREMENTSEducation

Bachelor's degree or diploma in Business Administration, Office Management, Management, Secretarial Studies or a related discipline.ExperienceMinimum 5-7 years of progressive office administration or executive-support experience, including at least 2 years coordinating staff or suppliers.Kuwait exposurePractical experience working in Kuwait and familiarity with local business practices, service providers and documentation are strongly preferred.Sector backgroundRetail, trading, distribution, FMCG, hospitality or another fast-paced multi-department environment is preferred.Executive supportDemonstrated capability in calendars, meetings, minutes, correspondence, travel, presentations and confidential management support.AdministrationStrong experience with facilities services, suppliers, purchasing, records, contracts, office budgets and service follow-up.Systems and toolsAdvanced Microsoft Office capability, particularly Outlook, Word, Excel and PowerPoint; familiarity with ERP, document-management or workflow tools is preferred.LanguagesFull professional proficiency in Arabic and English, with strong written communication and document-review capability.Mobilityability to attend suppliers, offices and company locations are preferred

REQUIRED COMPETENCIES

OrganizationPlans ahead, manages competing priorities and keeps calendars, records, actions and deadlines under control

DiscretionHandles confidential management, employee and commercial information with maturity and integrity

Service orientationResponds professionally, anticipates practical needs and follows requests through to satisfactory closure

CommunicationWrites clearly in Arabic and English and adapts tone appropriately for executives, staff, visitors and suppliers

Attention to detailProduces accurate documents, minutes, invoices, schedules, registers and reconciliations

Problem solvingResolves routine issues independently, makes sensible trade-offs and escalates material risks early

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