Back Office Manager- Operations

1. Back Office Management

• Operational Support: Oversee internal processes, manage databases, and ensure proper filing and record-keeping.

• Inventory Management: Monitor office supplies and ensure timely reordering.

• Financial Administration: Handle billing, invoicing and budgeting. Basic accounting functions in collaboration with finance with regards to payables and receivables.

• Compliance: Ensure adherence to company policies and relevant regulations.

• Client Relations & Follow-ups: Engage with clients to follow-up on outstanding invoices, ensuring timely payments. Address client concerns via email and telephone, including inquiries about products, services, and solutions.

• Cheque Collection Scheduling: Coordinate with clients to schedule cheque collections and ensure timely processing.

2. Office Management

• Office Environment: Ensure a clean, organized, and productive workspace for all employees.

• Facility Management: Coordinate with the building management for maintenance and services (cleaning, repairs, etc.).

• Health & Safety: Ensure compliance with safety protocols and implement risk assessments as needed.

• Calendar Management: Oversee scheduling of meetings, events, and appointments for management and staff.

• Contract management: Ensuring all company contracts are up-to-date and compliant with regulations, including the Trade License, MOA (Memorandum of Association), and other legal documentation.

• Document Tracking: Maintain records of contract renewals, deadlines, and necessary amendments.

• Asset Tracking & Allocation: Maintain detailed records of company assets, including company cars and employee-assigned equipment (laptops, phones, etc.), and ensure that employees receive the necessary documentation and equipment.

• Maintenance & Audits: Oversee the regular maintenance and updates of company vehicles and equipment.

3. Human Resources Assistance:

· Employee Onboarding and Offboarding: Collaborate with HR and PRO for onboarding processes, ensuring employees have necessary documents and equipment.

• Payroll Support: Verify attendance and assist with payroll processing.

• Employee Welfare: Coordinate with HR to implement employee engagement activities and wellness programs.