Office Manager - Barry Callebaut Group

The Office Manager ensures the smooth, efficient and compliant operation of the Nyonkopa Head Office by overseeing all administrative, facility, and operational support services. The role exists to maintain a safe, functional and well?resourced work environment through effective coordination of office maintenance, vendor management, asset control, fleet servicing, warehouse rentals, and health and safety compliance.

Working closely with HR, IT, administrative staff and external service providers, the Office Manager supports employees by managing onboarding processes, office policies, travel arrangements, equipment allocation, and day?to?day operational queries. The role also strengthens organizational effectiveness by leading company events, ensuring accurate budget management, and maintaining timely reporting on office supplies and operational activities.

This role is based in Kumasi reporting to the Head of Business.

Key Responsibilities

• Point person for maintenance and repairs to ensure that the office condition is maintained
• Manage contract and price negotiations with office vendors, service providers and office lease
• Partner with HR to maintain office policies as necessary
• Assist HR in the onboarding process for new hires
• Address employee queries regarding office management issues e.g. stationary, hardware & travel arrangements
• Coordinate with IT department on the procurement and assignment of all office equipment e.g. Phones, laptops etc.
• Coordinate and manage Asset Register for all operational equipment, supplies & machines e.g. Tarpaulins, Scales, Jute Sacks, Pruning sets, motor bikes, cars, warehouses etc.
• Lead person in the organization of company events/conferences/meetings, appointments and managing database
• Booking transport and accommodation for employees on out of station duties and clients visiting the company
• Dealing with correspondence, complaints and queries in relation to clients and partners
• Supervising and monitoring the work of the administrative staff
• Managing office supplies budget, ensure accurate and timely reporting
• Lead person to ensure that health and safety policies are up to date e.g. liaising with statutory bodies such as ECG, Fire service, EPA, KMA etc. on certification and permits
• Fleet servicing and maintenance lead for all company vehicles, motorbikes etc.
• Lead person for warehouse rental negotiations and renewals, branding of warehouses, vehicles and bikes

About You

• Bachelor’s Degree in Business Administration, Management, Office Administration, or a related field with a minimum of three (3) years’ experience in a similar role.
• Proven experience in office administration, secretarial duties, customer service, and facilities coordination.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software. SAP is an added advantage
• Experience in budget preparation, monitoring, and cost control.
• Demonstrated ability to manage multiple priorities, coordinate office activities, and meet deadlines in a fast-paced environment.
• Strong understanding of administrative procedures, records management, and office operations.
• Excellent communication, negotiation, and relationship-building skills.
• Strong organizational and time management abilities with the capacity to prioritize tasks effectively.
• High level of adaptability and flexibility in responding to changing business needs with strong problem-solving and decision-making skills.
• Creative mindset with the ability to identify opportunities for process improvements and implement effective solutions.
• Leadership skills with the ability to coordinate teams, influence stakeholders, and drive results.
• Customer-focused with a service-oriented mindset, strong attention to detail and commitment to accuracy.
• Strong interpersonal skills with the ability to build and maintain effective working relationships across all levels of the organization.
• High level of professionalism, discretion, and confidentiality in handling sensitive information.
• Ability to work under pressure while maintaining high standards of quality and professionalism.

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