office manager

I am looking for a experienced office manager that can handle

Office Manager Responsibilities

1. General Office Management
• Answering and managing phone calls professionally
• Responding to emails and managing correspondence
• Organizing and maintaining office supplies and inventory
• Coordinating office operations and administrative tasks
• Ensuring compliance with health and safety regulations

2. Property Management & Maintenance
• Handling tenant queries and concerns efficiently
• Managing tenant movements (check-ins, check-outs, lease renewals)
• Coordinating property maintenance and repairs
• Liaising with vendors, contractors, and service providers
• Keeping records of all property-related expenses

3. Financial Management & Expense Tracking
• Collating all expenses related to property management
• Managing and tracking expenses within the structural design practice
• Organizing and maintaining project-related cost records
• Ensuring accurate financial documentation and budget alignment

4. Scheduling & Time Management
• Managing the director’s calendar, appointments, and meetings
• Arranging and scheduling site visits for projects
• Ensuring the structural engineers’ workload is well-organized and on schedule
• Overseeing project timelines and key deliverables

5. Timesheet & Project Expense Management
• Ensuring all timesheets are accurately completed and allocated to specific projects
• Tracking engineers’ working hours and aligning them with project expenses
• Maintaining a structured framework for project-specific cost tracking

6. Report Management & Documentation
• Typing and formatting structural reports to professional standards
• Editing reports for clarity, accuracy, and completeness
• Sending structural reports to relevant clients, architects, and contractors
• Maintaining document control and ensuring proper filing of reports

7. Drawings & Liaison with External Stakeholders
• Liaising with architects, contractors, and clients regarding project drawings
• Ensuring that engineers’ drawings are shared and received promptly
• Assisting in reviewing and organizing structural drawings
• Coordinating revisions or modifications with the structural team and external stakeholders

8. Team & Workflow Coordination
• Monitoring project deadlines and ensuring timely completion
• Keeping track of engineers’ tasks and workload
• Providing administrative support to the team as required
• Ensuring smooth communication within the office and with external parties

9. Miscellaneous Administrative Tasks
• Handling ad-hoc administrative and operational tasks as needed
• Assisting with document preparation, filing, and record-keeping
• Supporting management in day-to-day business operations