Job Title:       Office Manager - USA

Industry:        Banking / Financial Services

Location:       USA

Salary:           Competitive Salary Package + Benefits

Job Summary: 

The Office Manager reports to the Chief Operating Officer and is responsible for managing various office administration functions within the organization, including Travel and Logistics, Procurement, Premises/Office Management, Hospitality, and other related areas. This position requires a strong background in office operations/management and administration. The successful candidate will be responsible for ensuring the smooth and efficient functioning of all office management and support services, contributing to the overall success and growth of the institution.

Essential Functions & Accountabilities

• Oversee the office management and administration function in the Bank and implement best practices to enhance operational efficiency and effectiveness.
• Develop and implement strategies for the effective delivery of support services, including travel and logistics, hospitality, procurement, and premises/office management, aligned with the institution's overall objectives.
• Provide recommendations for process improvement to the COO on matters related to office management and administration function.
• Oversee the day-to-day management of the office and administration function, including the Front desk reception team, Hospitality, Travel and Logistics arrangements for employees, executives, and clients.
• Ensure compliance with the Bank’s established timeliness and efficiency in the delivery of support and administrative services for the bank.
• Ensure compliance with relevant regulations and internal policies within the corporate services domain and identify and mitigate risks associated with office management and administration.
• Implement and ensure compliance with vendor risk management regulatory guidance and internal policies & procedures.
• Develop and manage budgets for office management and administration, including Travel, Logistics, Procurement, and Premises/Office Management, ensuring financial prudence and accountability.
• Manage and ensure compliance with the bank’s procurement policies and processes, including contracting & infrastructural procurement process, as well as relationships with external vendors and service providers, ensuring timely acquisition of goods and services.
• Manage logistics and travel arrangements for employees, executives, and clients while ensuring compliance with the bank’s travel policies and procedures and ensuring cost-effectiveness and employee well-being.
• Assist in developing and ensuring the implementation of a holistic Health, Safety & Environment plan across all business areas.
• Oversee office facilities, premises/office management including prompt replacement of faulty appliances/fixes and cleaning and ensure compliance with local codes for premise occupancy ensuring a safe and conducive working environment, and managing office space planning, renovations, and maintenance.
• Function as a fire warden to improve and implement emergency response and control procedures, prevent emergencies wherever possible by regularly assessing the current condition of the workplace and its hazards, and make other staff aware of the hazards in their building.

Qualifications:

• Bachelor’s degree is required. Master's degree or relevant professional certifications are a plus.
• Years of proven experience in office management & administration or a related field in the financial industry.
• Strong understanding of regulatory requirements and industry best practices.
• Excellent communication and organizational skills with a high level of attention to detail, and interpersonal skills.
• The role will require sound analytical skills and the ability to drive change and implement process improvements.
• Role requires a flexible approach to working hours as and when required.

** Other duties may be assigned similar to the above consistent with the knowledge, skills and abilities required for the position.