Office Manager

Key Responsibilities:

The Office Manager is responsible for the day-to-day operation of the practice, ensuring the studio, administrative systems, financial processes, and project support functions operate efficiently and professionally. The role serves as the operational backbone of the practice, enabling the design team to focus on delivering exceptional architectural work.

Studio & Office Operations

• Oversee the daily operation of the studio and maintain a professional working environment.
• Manage office supplies, stationery, printer consumables, refreshments, and cleaning supplies.
• Monitor office utilities including electricity, water, internet, and data services.
• Coordinate maintenance of office equipment including printers, generator, AVR, air conditioning, and IT equipment.
• Coordinate office maintenance, repairs, and service providers.
• Maintain the material sample library, product catalogues, and office archive.
• Ensure the studio remains organized, presentable, and fully operational.
• Maintain inventories of office furniture, equipment, and assets.
• Coordinate external printing, courier services, and document deliveries.
• Manage reception duties, welcome visitors, and handle incoming calls and correspondence.

Studio Administration:

• Maintain studio filing systems and administrative procedures.
• Organize project documentation and ensure consistency in filing and record management.
• Coordinate meetings, prepare agendas, and record meeting minutes where required.
• Maintain consultant, supplier, and client databases.

Finance & Administrative Support:

• Act as custodian of petty cash.
• Raise Purchase Orders and process office purchases through Xero.
• Record petty cash transactions and reconcile expenses.
• Manage office cash advances and supporting documentation.
• Coordinate supplier onboarding and maintain vendor records.
• Assist with invoice processing and monthly financial documentation.
• Support the accountant with administrative requirements as needed.
• Monitor office subscriptions and recurring operational expenses.

Human Resources & Studio Culture:

• Coordinate recruitment logistics and interview scheduling.
• Assist with onboarding of new employees.
• Maintain staff leave and attendance records.
• Support performance review scheduling.
• Help foster a positive, organized, and collaborative studio environment.

Executive Support:

• Provide administrative support to the Creative Director.
• Coordinate travel, accommodation, and meeting logistics.
• Manage diary commitments where required.
• Assist with correspondence and follow-up actions.

Qualifications:

• Bachelor's degree or Diploma in Business Administration, Management, Communications, or a related discipline.
• Minimum of 5 years' experience in office management, operations, administration, or a similar role.
• Experience within an architecture, engineering, construction, design, or professional services environment will be an advantage.
• Experience using Xero or similar accounting software is preferred.

Key Skills & Attributes:

• Highly organized with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Strong administrative and financial management skills.
• Ability to manage multiple priorities and meet deadlines.
• Proactive, resourceful, and solutions oriented.
• High level of professionalism, discretion, and confidentiality
• Strong interpersonal skills with the ability to engage confidently with clients, consultants, suppliers, and contractors
• Comfortable working independently and taking ownership of responsibilities.
• Proficient in Microsoft Office Suite, particularly Excel and Word.
• Willingness to improve systems and contribute to the continued growth of the practice.

Location: Accra

Salary: Attractive