Jobs

Office Manager Open

Confidential - one of the main retail chain businesses in the Middle East grocery retailer) department-store operation Kuwait

Retail,

Our client, one of the main retail chain businesses in the Middle East grocery retailer) department-store operation , is looking for Office Manager to be based in Kuwait and reports to GM

Interested candidates who meet the criteria can apply online or by forwarding their CVs directly to the below email address and put in the subject (Office Manager – Retail / Grocery / Departmental Store – Kuwait)  

vacancies@jordan-impact.jo

POSITION PURPOSE

The Office Manager leads day-to-day office administration, management support, meeting coordination, facilities services, suppliers, records, correspondence, office purchasing and administrative controls. The role ensures that leaders and teams receive timely, professional support while company information, commitments, costs and workplace standards remain well controlled

SUCCESS PROFILE

A discreet, service-minded and highly organized administrator who anticipates needs, keeps executives and teams aligned, protects confidential information, controls vendors and office costs, and closes administrative actions reliably.

KEY ACCOUNTABILITIES

1.     Executive and Management Support

· Manage calendars, appointments, meeting schedules and priorities for the General Manager or Owner as assigned.

· Prepare agendas, briefing materials, presentations, correspondence and management documents to a high standard.

· Record accurate meeting minutes, maintain action logs, follow up owners and escalate overdue commitments.

· Coordinate business travel, visitor arrangements and confidential matters with discretion and sound judgement.

2.    Daily Office Operations

· Maintain an orderly, professional and service-oriented office environment, reception flow and shared administrative calendar.

· Coordinate incoming calls, mail, couriers, visitors, deliveries, meeting rooms, refreshments and routine office requests.

· Establish clear office procedures, service standards, checklists and escalation routes for recurring activities.

· Monitor administrative workload and ensure requests are completed accurately and within agreed timelines.

3.    Facilities and Workplace Services

· Coordinate assigned office facilities, utilities, maintenance, cleaning, pest control, security access and workplace services.

· Maintain service schedules, asset and key registers, maintenance logs and workplace inspection records.

· Raise and track faults, arrange approved repairs, verify completion and escalate safety or business-continuity risks.

· Support workspace planning, office moves and ergonomic, housekeeping and employee-welfare requirements.

4.    Suppliers, Purchasing and Contracts

· Source office supplies and administrative services through approved quotations, purchase requests and authorization controls.

· Maintain supplier records, contracts, insurance documents, renewal dates, service-level expectations and performance reviews.

· Verify delivery, quality and invoice accuracy before routing documentation for Finance approval and payment.

· Challenge recurring costs, consolidate demand and identify practical savings without reducing service quality.

5.    Records, Correspondence and Document Control

· Maintain secure physical and electronic filing systems with clear naming, access, retention and retrieval standards.

· Control official correspondence, management approvals, contracts, certificates, policies and administrative registers.

· Track expiries and renewals for assigned licences, subscriptions, agreements and company documents.

· Protect confidential employee, commercial, legal and management information from unauthorized access or disclosure

6.    Internal Communication and Coordination

· Act as a reliable coordination point between management, departments, stores, warehouse teams and external parties.

· Draft and distribute approved notices, circulars, schedules and instructions in clear Arabic and English.

· Maintain action trackers for cross-functional commitments and provide concise status updates to management.

· Handle enquiries professionally and direct sensitive or specialized matters to the appropriate owner promptly.

7.    Administrative Budget and Financial Controls

· Prepare and monitor the office and administration budget, routine commitments, purchase requests and monthly forecasts.

· Administer approved petty cash or expense claims with complete receipts, reconciliation and segregation of duties.

· Track recurring expenses, supplier invoices, deposits, subscriptions and administrative accruals with Finance.

· Report cost variances, unusual spending, control gaps and savings opportunities accurately and on time.

8.    Administrative Team and HR Support

· Supervise reception, office support, drivers, messengers or other assigned administrative staff and service providers.

· Set priorities, schedules, service standards and performance expectations; coach staff and address recurring gaps.

· Support HR with onboarding logistics, access cards, workstations, attendance documents and employee events as requested.

· Coordinate staff transport, uniforms, welfare items or accommodation administration only were assigned by management.

9.    Events, Visits and Business Logistics

· Coordinate management meetings, interviews, audits, supplier visits, internal events and company functions.

· Prepare venues, materials, attendance lists, access, catering, transport and other logistical requirements.

· Support VIP and official visits with appropriate protocol, confidentiality and professional hospitality.

· Close each event or visit with documented expenses, outstanding actions and supplier-performance feedback.

10. Compliance, Risk and Business Continuity

· Follow company policies, Kuwait requirements and approved authority limits for purchases, records and administration.

· Coordinate administrative documents with the company's authorized government-relations representative when required.

· Maintain emergency contacts, call trees, key documents and office-continuity arrangements in coordination with management.

· Report confidentiality breaches, safety concerns, vendor failures, expired documents and other material risks promptly.