Office Manager

The Office Manager at the Maritime Authority will play a pivotal role in ensuring the efficient and effective operation and maintenance of the office environment and fleet respectively.

MARITIME AUTHORITY OF JAMAICA

POSITION: OFFICE MANAGER

SALARY RANGE: $4,060,697.00 - $5,461,186.00 per annum

 1.      JOB PURPOSE

Under the supervision of the Director, Corporate Services, the Office Manager at the Maritime Authority will play a pivotal role in ensuring the efficient and effective operation and maintenance of the office environment and fleet respectively. The Office Manager will be responsible for overseeing administrative activities, managing office supplies and equipment, and supporting staff members in day-to-day operations.

 2.      KEY RESPONSIBILITIES

Technical/Professional Responsibilities

• Coordinates the procurement of office consumables, ensuring availability and cost-effectiveness.
• Schedule and coordinate meetings and appointments, considering availability and priorities.
• Undertake space optimization and planning.
• Liaises with leaser or utility service providers to ensure guaranteed service delivery.
• Monitor and reconcile office expenses, maintaining budgetary control.
• Review and revise office policies and procedures, ensuring alignment with organizational objectives.
• Oversee the maintenance and servicing of office equipment, coordinating with external vendors as necessary.
• Optimize office layout and space utilization, enhancing workflow and collaboration.
• Organize conferences, workshops, seminars, office events and functions, ensuring smooth execution and positive outcomes.
• Ensure compliance with relevant regulations and policies, addressing any discrepancies promptly.
• Implement digital automation tools to streamline administrative processes.
• Develop and maintain effective filing systems for easy retrieval of documents.
• Oversee the administrative aspect of the fleet of vehicles.
• Manage the maintenance of the fleet in accordance with the road safety guidelines.
• Ensure the vehicles are operated in a safe manner.
• Liaise with hotel and travel agency to make reservations to facilitate overseas accommodation and travel.
• Prepare and submit forms and documents to the Parent Ministry for requisite approval of overseas travel.
• Liaise with local hotel to facilitate accommodation for travelling officers.
• Manage the process for the disposal of fixed assets.
• Conduct regular audits of office procedures to identify areas for improvement.
• Facilitate inter-departmental communication and collaboration initiatives.
• Resolve conflicts and issues among office staff, promoting a harmonious work environment.
• Review and negotiate contracts with vendors for office supplies and services.
• Manage office security protocols and emergency procedures, ensuring staff safety.
• Develop and monitor office performance metrics to track efficiency and productivity.
• Implement and maintain office health and safety standards in compliance with regulations.
• Oversee the organization and maintenance of office records and archives.
• Conduct research and prepare reports on office management best practices.
• Coordinate office renovation projects, liaising with contractors and stakeholders.
• Uphold data protection policies and ensured confidentiality of sensitive information.
• Develop and update office continuity and disaster recovery plans.
• Manage the renewal process for subscriptions, optimizing costs and usage.
• Conduct regular inventory checks of office supplies and equipment.
• Coordinate with IT support to address office technology issues and upgrades.
• Establish and maintain relationships with key stakeholders and partners.
• Prepare and manage the office budget, monitoring expenses and variances.
• Participate in strategic planning sessions to align office objectives with organizational goals.
• Analyse office operational data to identify trends and opportunities for improvement.
• Coordinate office relocations and space planning efforts, minimizing disruptions.
• Engage in continuous professional development to stay abreast of office management trends and practices.

 3.      REQUIRED COMPETENCIES

Core:

• Communication: Excellent verbal and written communication skills to interact effectively with staff and external contacts.
• Leadership: Ability to lead and motivate a team to achieve common goals.
• Problem-Solving: Strong analytical skills to address issues and find practical solutions.
• Time Management: Effective organizational skills to prioritize tasks and meet deadlines.
• Adaptability: Flexibility to adjust to changing priorities and work environments.
• Collaboration: Capacity to work effectively with colleagues and stakeholders at all levels.
• Integrity: Commitment to upholding ethical standards and maintaining confidentiality.
• Resilience: Ability to handle pressure and challenges with a positive attitude.

Technical:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of office management systems and procedures.
• Familiarity with budget management and financial reporting.
• Understanding of facilities management principles.
• Experience with scheduling and coordination of meetings and events.
• Ability to research and gather information for reports and presentations.
• Experience in supervising administrative staff and delegating tasks effectively.
• Knowledge of data management and recordkeeping practices.

 4.      MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• Bachelor's degree in Business Administration, Management, or related field.

AND

• Minimum of 5 years of experience in a similar role in a public sector organization.