Office Manager - Chief Cargo Office

Job Description

Accountabilities

• Maintaining the Chief’s diary. This involves optimizing their schedule, adapting to changes, and ensuring prompt responses to all matters brought to the office. Efficient time management is crucial, as is the ability to anticipate needs and proactively address potential scheduling conflicts.
• The Office Manager is accountable for organizing internal and external meetings. This includes confirming attendee participation, setting agendas, arranging necessary resources such as meeting rooms, handouts, press materials, catering, and equipment, and coordinating travel when required. Preparation and follow-up for departmental meetings are essential, including accurately taking and distributing meeting minutes to attendees soon after the meeting concludes.
• Managing the flow of information is another critical aspect of the role. The Office Manager processes all incoming and outgoing data - whether confidential or routine by screening and sorting emails, mail, and other documents. They ensure timely acknowledgments and responses, and carefully review documents, requesting supporting data if needed before forwarding for approval and signature.
• Preparation of correspondence, reports, and presentations is handled with meticulous attention to detail. The Office Manager ensures information is accurate and collected on time, integrates relevant data as necessary, uses appropriate business language, and submits documentation within required deadlines. They also ensure reports are ready as needed for departmental or executive review.
• On the administrative side, the Office Manager manages the department’s petty cash and stationery supplies. This includes maintaining records for expense claims, invoices, and other financial documentation, as well as keeping track of office supply stock and ordering replenishments as needed.

Qualifications

• Candidates should possess a postgraduate degree in Business Management or a related discipline.
• Those with diploma-level education and additional certifications in office management, secretarial work, or computer courses are also considered.
• A minimum of 5 years’ experience in secretarial or administrative roles is required, with at least 1 to 2 years of direct exposure to the relevant department preferred.
• Experience working in a multicultural environment, ideally within an airline office, is highly valued.

Additional Information

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