Office Manager

The Office Manager is responsible for the efficient day-to-day operation and organization of Automotive Art Guyana’s office environment. This role ensures that office systems, supplies, vendors, facilities, and administrative processes operate smoothly so that all departments can function effectively.

The Office Manager oversees office administration, manages supplies and consumables, coordinates with vendors and service providers, maintains filing systems, and serves as a key point of contact for administrative communication with banks, suppliers, and service companies.

The Office Manager will also supervise and coordinate the work of the Office Assistant, ensuring administrative and office support tasks are completed efficiently and according to company standards.

This role requires strong organizational skills, attention to detail, initiative, and the ability to coordinate multiple administrative responsibilities in a fast-paced business environment.

·        Minimum of 2–3 years experience in office administration or office management.

·        Strong organizational and administrative skills.

·        Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

·        Ability to manage multiple responsibilities and prioritize tasks effectively.

·        Strong communication and interpersonal skills.

·        High level of integrity, reliability, and professionalism.

·        Ability to take initiative and maintain office systems independently.

·        Previous experience supervising administrative staff is considered an asset.

·        Alignment with company vision and values.

Office Administration & Operations

·        Oversee the day-to-day administrative functioning of the office to ensure a well-organized and efficient work environment.

·        Maintain proper office procedures and ensure administrative processes are followed consistently.

·        Serve as the central administrative contact for internal departments and external service providers.

·        Ensure the office environment remains organized, professional, and operational at all times.

·        Assist management with administrative coordination and general office oversight.

Office Supplies & Consumables Management

·        Manage purchasing and inventory levels of all office supplies and consumables including:

• Stationery and office supplies

• Printer paper and toner

• Cleaning supplies

• Toilet paper, paper towels, and restroom supplies

• Kitchen or staff breakroom supplies

·        Monitor usage levels and ensure adequate stock is maintained to prevent operational disruptions.

·        Coordinate with suppliers and vendors to source supplies in a timely and cost-effective manner.

Facilities & Maintenance Coordination

·        Ensure the office facilities are maintained in a clean, safe, and functional condition.

·        Coordinate with cleaning staff and ensure cleaning standards are maintained.

·        Liaise with garbage collection services to ensure waste is collected and disposed of properly.

·        Report maintenance issues and coordinate with service providers to resolve facility-related problems.

·        Monitor office equipment and arrange servicing or repairs when necessary.

Vendor & Service Provider Coordination

·        Liaise with vendors and service providers regarding:

• Account balances

• Payment confirmations

• Outstanding invoices

• Service requests or issues

·        Maintain clear communication with suppliers to ensure services and deliveries are completed as required.

·        Assist management in monitoring vendor relationships and service performance.

Banking & Administrative Inquiries

·        Communicate with banks regarding:

• Payment status inquiries

• Account status inquiries

• Banking issues or discrepancies

• Transaction confirmations

·        Assist management in gathering documentation or information required for banking matters.

·        Ensure banking correspondence and records are properly maintained.

Records & Filing Management

·        Maintain organized physical and digital filing systems in accordance with company procedures.

·        Ensure all administrative documents are properly filed, labeled, and easily retrievable.

·        Maintain records related to:

• Vendor documentation

• Administrative correspondence

• Contracts and service agreements

• Office records and documentation

·        Assist in implementing improved filing systems where necessary.

Office Staff Supervision

·        Supervise and coordinate the work of the Office Assistant to ensure office administrative tasks are completed efficiently and accurately.

·        Delegate appropriate tasks to the Office Assistant including office maintenance, supply management, and administrative support duties.

·        Provide guidance, oversight, and support to ensure administrative procedures are followed and work standards are maintained.

·        Monitor task completion and ensure responsibilities assigned to the Office Assistant are carried out effectively.

·        Assist in training and supporting the Office Assistant to maintain consistent office operations.

Teamwork & Professional Conduct

·        Uphold the company’s core values of professionalism, organization, and reliability.

·        Maintain confidentiality of company information and administrative records.

·        Demonstrate initiative, problem-solving ability, and strong attention to detail.

·        Work collaboratively with all departments to support smooth office operations.

·        Exhibit professionalism in communication with employees, vendors, banks, and service providers.