Office Manager

Fis QA; Qatar; On-site; QAR 60,000 - 90,000; Full time

Job summary

Fusion Integrated Solutions seeks an Office Manager to drive reliable and professional day-to-day operations. You will coordinate facilities, administration, meetings, events, records, and budgets to support sales, delivery, technology and leadership teams.

The role requires 3+ years of office-management experience, fluency in English, and strong organisational skills. You will oversee calendars, suppliers, onboarding/offboarding with HR/IT and maintain secure records.

Qualifications

• 3+ years of progressively responsible office management, executive/administrative coordination, or facilities coordination experience.
• Experience coordinating meetings, calendars, travel, visitors, and office services.
• Proficiency with Microsoft 365 or equivalent tools (Outlook, Word, Excel, PowerPoint).
• Experience in a technology, professional-services or multi-stakeholder environment is desirable.
• Fluency in English is mandatory; Arabic is desirable.

Responsibilities

• Manage the daily operation of the office, ensuring workspace, reception, meeting rooms, equipment and supplies are available and fit for purpose.
• Coordinate facilities, building management, cleaning, security, health-and-safety and workplace issues with stakeholders and providers; document actions.
• Track office supplies, inventory and service needs; maintain records and support cost-conscious resource use.
• Coordinate calendars, meetings, travel, visitors, accommodation and internal events; prepare agendas and follow-up communications.
• Record decisions, actions and owners; ensure follow-up across functions.
• Provide professional first-point coordination for visitors and calls; escalate sensitive matters through the proper process.
• Manage suppliers and service providers, including quotations, orders, invoices and performance follow-up.
• Support preparation, tracking and reconciliation of administrative expenditure; report on spend and risks.
• Maintain accurate physical and digital records and office procedures; improve processes.
• Coordinate onboarding and offboarding with HR, IT and Finance; manage access and records.
• Protect confidential information and follow information-security procedures.
• Supervise or guide administrative staff or temp staff as assigned.

Skills

Organised work style

Stakeholder communication

Confidential information handling

Problem solving

Office productivity tools

Team coordination

Attention to detail

Education

Bachelor's degree or diploma in a related discipline (Business Administration, Management, Operations, Hospitality, Facilities Management, HR, Finance)

Tools

Microsoft 365

Job description

About the Role

The Office Manager enables reliable, professional and efficient day-to-day office operations for Fusion Integrated Solutions. The role coordinates workplace administration, executive and team support, meetings and events, office suppliers, facilities, records, office budgets and operational reporting. It provides the organised operating environment that allows FIS sales, solution, delivery, technology and leadership teams to focus on customers and successful delivery. The Office Manager works autonomously under general direction, handles diverse and complex administrative activities, guides colleagues on office procedures and productivity practices, and contributes practical expertise to team objectives.

Responsibilities

• Manage the daily operation of the FIS office, ensuring that workspace, reception, meeting rooms, equipment, supplies and shared services are safe, professional, available and fit for purpose.
• Coordinate facilities, building management, cleaning, maintenance, security, access, health-and-safety and workplace issues with approved internal stakeholders and providers; document issues, actions and closures.
• Track office supplies, consumables, equipment, furniture and service needs; maintain inventory and asset records, coordinate replenishment and support cost-conscious use of office resources.
• Coordinate executive, management and team calendars, meetings, workshops, visitors, travel, accommodation, internal events and logistics; prepare agendas, meeting packs, action trackers and follow-up communications.
• Facilitate structured meetings and office-wide activities, ensuring that decisions, actions, owners and deadlines are recorded and followed up across functions.
• Provide professional first-point coordination for visitors, calls, correspondence and routine stakeholder requests, escalating sensitive, legal, financial, HR or security matters through the appropriate FIS process.
• Manage office suppliers and service providers within approved authority, including quotations, purchase requests, orders, service schedules, performance follow-up, issue escalation and invoice-supporting documentation.
• Support the preparation, tracking and reconciliation of approved administrative and office-operating expenditure; provide clear reports on purchase status, supplier performance, spend, outstanding actions and operational risks. The role does not replace Finance approval or financial-control authority.
• Maintain accurate, secure and well-organised physical and digital records, including office procedures, supplier files, asset and inventory records, correspondence, approvals, meeting minutes and operational reports.
• Develop, maintain and explain practical administrative processes, templates, filing structures, office guides, onboarding checklists and workplace procedures; identify and implement improvements that reduce delays, errors and unnecessary manual work.
• Coordinate onboarding and offboarding administration with HR, IT, Finance and line managers, including workplace readiness, access-request coordination, equipment and asset handover records, inductions and departure checklists.
• Protect confidential business, employee, supplier and customer information and follow FIS information-security, data-handling, acceptable-use, procurement, expense, approval and records-retention procedures.
• Supervise or guide administrative support staff, temporary staff or service providers where assigned; delegate routine work appropriately and check that agreed standards are met.

Candidate Attributes

• Highly organised and dependable, with strong ownership of administrative detail, deadlines, records and follow-through.
• Professional, discreet and trusted with confidential information and senior-stakeholder interactions.
• Clear written and verbal communicator who can coordinate effectively with leadership, employees, customers, suppliers, building management and service providers.
• Practical and proactive problem solver, able to prioritise multiple demands and keep the office operating smoothly during busy periods.
• Confident user of office-productivity, collaboration, calendar, document-management, spreadsheet and presentation tools.
• Service-oriented and collaborative, with sound judgement on when to resolve, delegate or escalation matters.
• Comfortable improving repeatable processes, maintaining evidence and reporting clearly on operational status, risks and actions.

Education and Experience

• Bachelor's degree or diploma in Business Administration, Management, Operations, Hospitality, Facilities Management, Human Resources, Finance or a related discipline. Equivalent relevant experience may be considered.
• At least 3 years of progressively responsible office management, executive/administrative coordination, workplace operations, facilities coordination or business-administration experience in a professional environment.
• Demonstrated experience coordinating meetings, calendars, travel, visitors, office services, suppliers, purchase/expense-support administration, records and cross-functional administrative workflows.
• Practical experience with Microsoft 365 or equivalent productivity and collaboration tools, including Outlook, Word, Excel, PowerPoint, Teams or comparable platforms.
• Experience preparing professional correspondence, meeting minutes, reports, trackers, presentations, procedures and operational documentation.
• Experience in a technology, systems-integration, professional-services, engineering, construction, facilities, government or comparable multi-stakeholder environment is desirable.
• Training or certification in office administration, facilities management, procurement, customer service, health and safety, project coordination or business operations is advantageous.
• Fluency in English is mandatory; Arabic is desirable.