Office Manager

Introduction - Office Manager

Looking for an exciting career where your talents are truly valued? Be part of a vibrant group that’s revolutionising the fintech industry with ethical innovation. At Offa, we’re modernising Islamic finance, blending tradition with cutting-edge technology to create solutions that are both innovative and principled. We don’t just offer jobs; we provide a caring environment carefully crafted to support your growth, well-being, and a fulfilling work-life harmony.

Join us, and you'll be part of a passionate team dedicated to excellence. If you’re driven, detail-oriented, and eager to contribute to a company that puts moral principles at its core, we’d love to see your skills shine at Offa.

Position Overview

As the Office Manager at Offa, you will play a pivotal role in ensuring the smooth operation of our office, managing various administrative tasks, and providing essential support to our finance team. You’ll spend approximately 40% of your time on finance-related duties, including accounts payable and invoice management, with the remaining 60% dedicated to general office management, compliance support, procurement, and report production.

Key Responsibilities

1. Accounts Payable/Invoice/Finance Support (Approx. 2 Days Per Week)

• Process Accounts Payable: Manage the processing of invoices, ensuring timely payment to vendors and suppliers.
• Invoice Management: Review and verify invoices for accuracy, reconcile discrepancies, and ensure compliance with company policies.
• Financial Reporting Support: Assist in the preparation of financial reports, including monthly, quarterly, and annual statements.
• Liaise with Finance Team: Coordinate with the finance department to ensure accurate and up-to-date financial records.
• Expense Tracking: Monitor and track office-related expenses, ensuring adherence to budgetary guidelines.
• Vendor Relations: Communicate with vendors regarding payment status and resolve any issues related to accounts payable.

2. General Office Management

• Office Operations: Oversee the day-to-day operations of the office, ensuring a clean, organized, and efficient work environment.
• Office Supplies and Equipment: Manage the procurement and inventory of office supplies, equipment, and furniture.
• Facility Management: Coordinate maintenance and repair services for office facilities, liaising with external vendors as needed.
• Administrative Support: Provide general administrative support, including managing phone calls, scheduling meetings, and handling correspondence.
• Lead Follow-Up (Customer and Broker Engagement): Engage with customers and brokers by following up on leads, ensuring timely and effective communication to support business development efforts.
• Onboarding: Assist in the onboarding process for new employees, including setting up workstations and coordinating orientation.

3. Compliance Support (Audits)

• Compliance Documentation: Maintain and organize compliance-related documentation, ensuring all records are up to date and easily accessible.
• Audit Preparation: Assist in the preparation for internal and external audits, ensuring compliance with regulatory requirements.
• Policy Adherence: Monitor adherence to company policies and procedures, providing support in implementing compliance initiatives.

4. Management Information (Report Production)

• Report Generation: Produce regular management reports, summarizing key performance indicators, financial data, and other relevant metrics.
• Data Analysis: Collect, analyse, and interpret data to support decision-making processes within the organization.
• Presentation Preparation: Prepare presentations and documentation for management meetings and strategic planning sessions.

5. Manage E-Mail Flow

• Inbox Management: Monitor and manage the flow of incoming emails, ensuring prompt and accurate responses to inquiries.
• Email Prioritization: Prioritize and flag important emails for attention by relevant team members or departments.
• Email Correspondence: Draft and send emails on behalf of the office or management as required.

6. Procurement

• Vendor Management: Identify, evaluate, and manage relationships with vendors and suppliers to ensure cost-effective purchasing.
• Purchase Orders: Prepare and process purchase orders, ensuring timely and accurate delivery of goods and services.
• Contract Negotiation: Negotiate contracts with suppliers to secure the best terms and pricing.
• Inventory Control: Monitor inventory levels and reorder supplies as necessary to avoid shortages.

Qualifications and Skills

• Experience: Minimum of 2 years of experience in office administration or management, ideally with some experience in finance or accounts payable.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), and experience with accounting software (e.g., QuickBooks, SAP).
• Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
• Organisational Skills: Excellent organizational skills with a strong attention to detail and the ability to manage multiple tasks simultaneously.
• Problem-Solving: Ability to identify and resolve issues efficiently and effectively.
• Compliance Awareness: Understanding of compliance requirements and regulations relevant to the industry.
• Analytical Skills: Strong analytical skills for financial reporting and data analysis.

Benefits of Working at Offa

At Offa, we are committed to providing a work environment that supports your growth, well-being, and a fulfilling work-life harmony. Our benefits include:

• Competitive Salaries: We take pride in paying our employees well, offering compensation that is on par with or better than industry standards.
• Company Pension: We’ll help you save for retirement by contributing to your retirement fund alongside your own contributions.
• Death in Service: If one of our own passes away while still employed, their family or dependents receive a tax-free lump sum.
• Health Insurance: We’ll help cover medical costs, like doctor visits and prescriptions, ensuring you stay healthy without worrying about big bills.
• Paid Volunteering Day: Take the time you need to contribute to the causes you care about, while we take care of the work stuff.

Ready to make a difference?

Join Offa and be part of something special. To apply, please submit your CV detailing your qualifications and experience. Applications will be reviewed on a rolling basis until the position is filled.