Office Manager at Tala (formerly InVenture)

Job description

We are looking for an experienced Office Manager whose role will be to ensure that employee experience, office operations, facilities and office management are done at the highest level; that Care, Speed and Individuality are values that the team not only lives out in how they work, but experience as they work. You will obsess over questions like are we set up to move quickly? Is the office impeccably organized? Is there a clear process and budget for food and supplies? Are we solving problems quickly? Are we estimating and managing projects to improve offices and facilities on time? Do our vendors deliver reliably, on time and on budget? In addition, this role will occasionally assist the Operations team with new hires onboarding, events and one-off projects.

What You Will Do

• Office management : Oversee various organisational processes to ensure smooth business operations
• Organization: Maintain clear and clean organization that ensures everything has a right place and everyone knows where that place is.
• Work with Business Operations Director and Country Manager to find cost efficient, quality vendors for all needs (food, supplies, construction, maintenance, decor, IT, special events, catering, etc)
• Budgeting: Work with Business Operations Director to roll up budgets to the Operations team for total team budgets
• Kitchen Cleanliness: Ensure the cleaning assistant keeps kitchen space organized, stocked, calming and clean. Also cleanliness of general office.
• Manage system for office requests, stationery and scheduling food and supply orders
• Supplies: manage vendors, requests, ordering processes, stocking and organizing
• Food: Work with cleaning assistant for scheduling, pickup, delivery, and manage quantities during office growth to ensure things are always in stock.
• Collateral: Manage vendors, order, organize inventory, ensure dissemination, etc. in partnership with Growth and Marketing.
• Manage post paid lines each month.
• Manage all mail/parcels; incoming and outgoing.
• Manage utility payments like electricity, internet etc.
• Identify, track and account for all office inventory -- laptops, furniture, art, etc
• Manage office subscriptions
• Employee experience: Coordinating and managing cross-functional teams to support business operation processes
• Attend MMM for tracking of weekly tasks by the team.
• Set up weekly Lunch & Learn technology for recording.
• Organize all travel for KE (Kenya) team going to the US, travel and accommodation requirements for KE (local) and TZ (Tanzania) team, as well as accommodation requirements US team coming to KE.
• Inventory and follow up of on boarding for new hires
• Set up and management of conference rooms.
• Manage all Operations vendors
• Manage relationship with cleaning assistant, by tracking supplies and cleanliness of office and giving feedback to cleaning assistant as well as line manager.
• Work with Business Operations Director on facilities projects including office partitioning and security implementation.
• Research as needed and provide Ops team with quotes and recommendations for vendors.
• Provide administrative support for new and existing strategic partnerships and alliances
• Draft introduction letters
• Set up meetings
• Ensure required documents are submitted and signed
• Filing and safekeeping of signed documents
• Work with the research team to understand business trends, identify gaps and recommend solutions
• Point out business challenges and provide recommendations for improvements
• Maintain in-depth knowledge of market dynamics such as competitor analysis, market share, demographic trends, and growth projections.
• Any other duties assigned.

What You Should Have

• A Bachelor’s degree in Business Administration.
• Atleast 3 years previous experience working as an Office Manager in a fast paced service company.Experience in a financial services company is a plus.
• Interest in Tala`s mission and in emerging markets.
• Organized and Analytical.
• Strong communication skills.
• Ability to interact with a variety of people and job functions.
• Ability to work independently and a self-starter
• Professional demeanour
• Proven ability to manage multiple projects at once
• Ability to have fun and laugh on the job
• Great time manager