Office Manager at Maritime… · Century…

IN - OFFICE POSITION

We are seeking an experienced, highly organised, and proactive Office Manager to oversee the daily operations and administrative functions of a recruitment agency. The successful candidate will be responsible for ensuring the smooth running of office operations, coordinating internal teams, monitoring recruitment administration, and supporting management in achieving operational objectives.

The role requires someone with strong leadership, organisational, and communication skills, who can manage multiple responsibilities while ensuring that recruitment processes and office operations are handled efficiently and professionally.

Key Responsibilities

Office & Operational Management

• Oversee the daily operations of the office and ensure a productive working environment.
• Develop, implement, and maintain effective office procedures and administrative systems.
• Supervise and coordinate office staff, ensuring responsibilities and deadlines are met.
• Monitor office supplies, equipment, and resources, ensuring availability and proper maintenance.
• Manage office schedules, meetings, appointments, and internal communications.
• Handle general office administration, correspondence, filing, and record-keeping.
• Prepare operational reports and provide regular updates to senior management.
• Identify opportunities to improve office efficiency and administrative processes.

Recruitment & Administrative Coordination

• Oversee and support the administrative side of the recruitment process.
• Ensure recruitment teams maintain accurate and up-to-date candidate records.
• Monitor candidate progress throughout the recruitment and placement process.
• Ensure candidate documentation is properly organised, submitted, and tracked.
• Coordinate with recruitment consultants to ensure timely follow-ups with candidates.
• Monitor interview schedules, candidate assessments, and recruitment deadlines.
• Assist in coordinating onboarding, medical examinations, visa applications, and other pre-embarkation requirements.
• Ensure candidate files and recruitment databases are maintained accurately.
• Liaise with clients and internal departments regarding recruitment administration and operational requirements.
• Monitor outstanding candidate documentation and ensure follow-ups are completed.

Staff Management & Communication

• Allocate administrative duties and monitor staff performance.
• Support the recruitment team with daily operational challenges.
• Facilitate communication between recruitment, documentation, and management teams.
• Assist with staff training, onboarding, and development.
• Address internal administrative concerns and escalate operational matters when necessary.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration, Office Management, Human Resources, or a related field is preferred.
• Minimum of 3 years' experience in office management, administration, recruitment coordination, or a similar role.
• Previous experience within a recruitment agency or staffing environment is highly advantageous.
• Experience managing or supervising a team.
• Knowledge of recruitment processes, candidate management, and documentation procedures.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Experience working with recruitment databases or applicant tracking systems (ATS) is an advantage.
• Excellent written and verbal communication skills in English.
• Strong organisational, planning, and time-management abilities.
• Ability to manage multiple priorities and meet strict deadlines.

Key Competencies

• Strong leadership and team management skills.
• Excellent organisational and administrative abilities.
• Effective communication and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Attention to detail and accuracy.
• Ability to work under pressure in a fast-paced recruitment environment.
• Professionalism and confidentiality when handling candidate information.
• Proactive approach to operational improvements.
• Strong accountability and ability to take initiative.

Work Location: In person