Office Manager

Tracker RMS; United States; On-site; USD 25,000 - 33,000; Part time

Job summary

Tracker RMS is seeking an experienced Office Manager (Part Time) to oversee daily office operations, facilities maintenance, procurement, and safety compliance. The role involves coordinating with service providers, managing budgets, and supporting HR, finance, and staff engagement initiatives.

The ideal candidate will be highly organized, proactive, and capable of working with minimal supervision while collaborating with multiple teams.

Qualifications

• Bachelor's degree or equivalent in business, facilities, or related field.
• Experience in facilities management, procurement and admin processes.
• Knowledge of health, safety, and compliance requirements is essential.
• Experience coordinating with suppliers and internal teams is beneficial.

Responsibilities

• Oversee day-to-day office facilities and maintenance.
• Manage relationships with service providers and contractors.
• Monitor office budget and procurement activities.
• Support health, safety, and compliance documentation.
• Coach and guide administrative staff where applicable.
• Coordinate visitors, events, and internal meetings.
• Assist HR with onboarding, staff support and engagement.
• Support finance and travel administration as needed.

Skills

Facilities mgmt

Office admin

Budget mgmt

Health & safety

Procurement

Staff coaching

Education

Bachelor's degree

HSE certification

Tools

MS Office

Procurement systems

Job description

Office Manager (Part Time) Job Overview

We are seeking an experienced and highly organised Office Manager to oversee the day-to-day functioning of a professional office environment.

The successful candidate will be responsible for ensuring that office facilities, administration, procurement, health and safety, employee support and operational requirements are managed efficiently and effectively.

This is a hands-on role requiring strong organisational and problem-solving skills, attention to detail and the ability to work independently while collaborating with multiple internal teams and external service providers.

Role Purpose

The Office Manager will coordinate and manage the daily office operations to ensure employees have access to a comfortable, clean, safe and well-functioning working environment.

The role will provide operational and administrative support across facilities management, procurement, health and safety, employee experience, travel and finance administration.

Key Responsibilities 1. Facilities & Office Operations

• Manage the day-to-day operation and maintenance of office facilities and infrastructure.
• Oversee external service providers, contractors and maintenance suppliers, including plumbers, electricians and other facilities-related providers.
• Conduct regular office inspections and proactively identify and resolve maintenance issues.
• Maintain an appropriate stock of office supplies, stationery, kitchen supplies and other consumables.
• Manage the office operations budget and monitor expenditure.
• Ensure the office operates smoothly with minimal disruption.
• Maintain a professional, clean, functional and welcoming office environment.

Key Responsibilities 2. Health, Safety & Compliance

• Take responsibility for the day-to-day health, safety and environmental requirements of the office.
• Ensure compliance with applicable occupational health and safety legislation and workplace safety requirements.
• Keep up to date with relevant legislative and regulatory changes.
• Coordinate health and safety activities, action plans and meetings.
• Maintain accurate and accessible health and safety documentation.
• Proactively identify potential workplace risks and ensure appropriate corrective action is taken.
• Promote a safe and compliant working environment.

Key Responsibilities 3. Staff Management & Leadership

• Manage, coach and mentor administrative or support staff where applicable.
• Provide guidance and support to team members to ensure high-quality service delivery.
• Assist employees with operational and administrative requirements.
• Promote effective communication, collaboration and teamwork.
• Support the development of a positive and productive office culture.

Key Responsibilities 4. Visitor & Events Management

• Ensure visitors, clients, suppliers and other stakeholders receive a professional and welcoming experience.
• Coordinate office and facility requirements for meetings, workshops and events.
• Arrange catering, room layouts, equipment and other logistical requirements.
• Ensure meeting rooms and shared spaces are clean, appropriately stocked and prepared in advance.
• Assist with the coordination of internal staff events, team activities and employee engagement initiatives.

Key Responsibilities 5. Administration & Procurement

• Manage day-to-day office administration and procurement activities.
• Process purchase requests and ensure purchases comply with company policies and procedures.
• Maintain accurate supplier and service-provider information.
• Manage relationships with relevant suppliers and service providers.
• Resolve administrative, procurement and supplier queries in a timely manner.
• Maintain appropriate records and documentation.
• Identify opportunities to improve procurement and administrative processes.

Key Responsibilities 6. HR & Employee Support

• Provide administrative and logistical support to the HR function.
• Assist with employee-related administrative requirements where necessary.
• Support employee engagement initiatives, staff functions and team-building activities.
• Assist in creating a positive employee experience and well-organised workplace.
• Provide general administrative support across the organisation as required.

Key Responsibilities 7. Finance & Travel Support

• Provide administrative support to the Finance team.
• Assist with data capturing, invoice processing and expenditure allocations.
• Ensure operational, procurement, supplier and travel documentation is accurately maintained and readily available.
• Support audit processes by ensuring relevant documentation is complete and up to date.
• Assist with travel bookings and related administrative requirements.
• Liaise with travel service providers and assist with managing travel arrangements.
• Ensure invoices and supporting documentation are processed accurately and timeously.

Key Responsibilities 8. Continuous Improvement

• Identify opportunities to improve office processes, systems and workflows.
• Review existing procedures and recommend more efficient ways of working.
• Take ownership of operational issues and proactively identify solutions.
• Contribute to broader organisational projects and initiatives when required.
• Use knowledge and experience to support other relevant business activities.

Minimum Requirements

• Relevant Bachelor's degree or equivalent qualification.
• Additional training or qualifications in Finance, Human Resources, Facilities Management, Health & Safety or Operations would be advantageous.
• Health and Safety/HSE certification would be advantageous.
• Approximately 56 years' relevant experience in office management, facilities management, operations or a similar role.
• Proven experience managing office facilities and operational requirements.
• Experience managing budgets relating to office supplies, consumables and general operational expenditure.
• Experience working with procurement processes and supplier management.
• Knowledge and awareness of occupational health and safety requirements.
• Experience working with business administration and procurement systems would be advantageous.

Skills & Competencies

• Excellent attention to detail and accuracy.
• Strong organisational and administrative skills.
• Ability to work independently and make decisions within defined policies and procedures.
• Strong problem-solving and critical-thinking abilities.
• Ability to analyse situations and develop practical, creative solutions.
• Excellent verbal and written communication skills.
• Strong interpersonal and relationship-building skills.
• Ability to manage multiple priorities and deadlines effectively.
• Flexible and willing to assist across different areas of the organisation when required.
• Strong ability to collaborate and work effectively with internal teams and external suppliers.
• Ability to coach, mentor and support colleagues.
• Proactive approach with a strong sense of ownership and accountability.
• Continuous-improvement mindset.
• Strong negotiation and influencing skills.
• Professional, reliable and service-oriented approach.

Ideal Candidate

The ideal candidate will be a hands-on, proactive and highly organised Office Manager who takes ownership of the smooth running of the workplace.

They will be comfortable managing multiple responsibilities across facilities, administration, procurement, health and safety and employee support. The successful candidate should be a confident communicator and problem solver who can work independently while building strong relationships across the organisation.

A strong focus on service delivery, compliance, efficiency and creating a positive workplace experience will be essential to success in the role.