Office Management Manager

The IT Department Office Manager role encompasses the responsibility for managing daily administrative, office management, departments projects, IT Director requirements, department tasks follow up, and project coordination activities including recording and follow up to ensure smooth departmental operations. The role supports IT professionals by coordinating workflows, tracking key IT projects, ensuring timely follow-up, maintaining compliance with internal policies, and improving administrative and productivity efficiency within the department. 1. Office Management & Department Operations Activities • Manage daily office operations to ensure smooth departmental functioning. • Track project progress and follow up on key administrative actions. • Maintain filing and document management systems. • Ensure 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. • Handle hotel and travel bookings for department staff and visitors. • Follow up on department purchases, purchase orders, invoices, and procurement activities. • Manage general correspondence, mail distribution, and office communications. Outcome Area: Ensure the IT Department office runs efficiently, with proper systems, resources, records, administrative support, and continuity of work 2. IT Administrative Support & Process Coordination Activities: • Coordinate calendars, meetings, and appointments for IT leadership. • Manage correspondence, reports, presentations, and departmental communications. • 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. • Arrange meeting logistics, including venue bookings, catering, and equipment. • Coordinate travel arrangements, including flights, hotel reservations, visa processing, and itineraries for IT team members and the CLGO. • Monitor and follow up on department procurement requests, supplier payments, and budget tracking. • Maintain and update administrative records, logs, and departmental schedules. 3.Project Planning, Delivery & Change Control Activities • Support the preparation and maintenance of project schedules, timelines, and task trackers. • Follow up on project activities, action items, and deliverables with relevant stakeholders. • Coordinate meetings, document discussions, and track agreed actions. • Support change request documentation and maintain related records. • Assist in monitoring project progress and provide regular status updates to management. • Maintain project documentation and ensure records are complete and up to date. 4.Project Monitoring, Risk Management & Continuous Improvement Activities : • Support the monitoring of project progress, risks, issues, and action plans. • Follow up with Finance and other departments on spending, benefits realization, and related activities. • Assist in collecting project updates, preparing reports, and maintaining dashboards. • Coordinate with stakeholders to track the implementation of process improvements and Kaizen initiatives. • Escalate overdue actions, risks, and issues to the appropriate parties for resolution. • Maintain records of lessons learned and continuous improvement initiatives. Qualifications; Graduate Bachelor’s Degree or equivalent Minimum 4 years in Executive Assistant position Competence in spoken and written English with Arabic Language an advantage Office Administration & Document Management -Ability to manage daily office operations, administrative systems, filing structures, records, supplies, service providers, and confidential documentation. Administrative Coordination -Knowledge of administrative support requirements within an IT environment, including handling legal files, contracts, notices, approvals, regulatory filings, and confidential information.. Project Coordination & Risk Follow-up -Ability to support project planning, progress tracking, change control, risk and issue follow-up, stakeholder coordination, and process improvement activities. Show more Show less