Back Office Manager- Operations
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Key skills for this role
About the Role
Manage back office operations, financial administration, client relations, and office management while ensuring compliance and supporting human resources activities.
Key Skills for This Role
Full Job Posting
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
:
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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.
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