MKYCOMM
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Office Manager

Full-timeOn-site

3+ Years

I. Role Overview

The Office Manager is the backbone of MKYCOMM, ensuring the agency runs smoothly, professionally, and without unnecessary friction. As the first point of contact for clients, partners, and visitors, you represent the agency while coordinating the day-to-day office operations that keep the business running efficiently.

You support the Managing Director by managing schedules, coordinating follow-ups, and ensuring priorities stay on track. You also maintain the agency's documentation and archives, oversee the office environment, and build the systems that create organisational continuity. Success in this role comes from being proactive, highly organised, dependable, and committed to making it easier for everyone else to do their best work.

 

II. The Four Pillars of Responsibility

 

1. Company Service Desk & Inbound Communications

  • Front Desk Ownership: You are the agency’s front desk: the first human point of contact for anyone walking in, calling, or reaching out through non-social channels. You present MKYCOMMs best face from the first second of contact.
  • Phone & Non-Social Inbound: Answer and handle all incoming phone calls and any inbound that isn’t social media (email, walk-ins, general inquiries). Social DMs and comments are owned by the Community Manager — your remit begins where hers ends.
  • Lead-to-Meeting Conversion: Take leads handed off from the Community Manager and actively contact them to set the first meeting with the Account Manager or the designated business person. You don’t let a warm lead go cold, you close the gap between the enquiry and the initial meeting.
  • Inquiry Routing: Assess non-social inbound and route it to the correct person without delay. You handle the company’s external layer independently and escalate only when genuinely required.

 

2. MD Support & Business Follow-up

  • Business Scheduling: Own the business-relevant side of the MD’s schedule: booking, confirming, and arranging business meetings and engagements. For the wider team, you appoint business-relevant meetings on request only.
  • Travel & Logistics: Arrange travel, accommodation, and ground transport for the MD. Every itinerary is complete, confirmed, and communicated clearly before departure.
  • Meeting Preparation & Notes: Set agendas, ensure the right materials are in place, attend or coordinate as needed, capture meeting notes, and log the action points that come out of every meeting.
  • Follow-Up & Reminders: Track the MD’s priorities, tasks, meetings, and open action points — and chase them to completion. You follow up on the business persons and across functions on the MD’s behalf, reminding and pushing for progress. You track and remind; the decisions stay with the MD.
  • Communications on the MD’s Behalf: When needed, make calls and handle communications as the MD’s relay — conveying, confirming, chasing, and representing the MD’s position. You speak for the MD operationally; you do not make business decisions in his place.

 

3. Archive, Documentation & Organisational Continuity (The Sustainability Pillar)

  • Archive Ownership: Maintain a clean, organised, and consistently structured archive of company documents, correspondence, contracts, briefs, and records. If it exists, it should be findable.
  • Documentation Standards: Ensure that key communications, decisions, and records are logged and stored correctly. Institutional memory should never rely on any single person’s inbox.
  • File Management: Oversee the company’s shared drives and filing systems, keeping naming conventions clean, folder structures logical, and access permissions appropriate.
  • Process Support: Assist with the preparation of documents, reports, or templates as requested by leadership or department heads. You are a resource, not a bottleneck.
  • Continuity & Handover: Ensure that any ongoing responsibilities are documented well enough that a substitute could step in without disruption.

 

4. Office & Facilities Management

You are the keeper of the physical workspace at SODIC West — ensuring the office environment is always operational, well-stocked, and properly maintained so the team can focus on their work without interruption.

  • Utilities & Connectivity: Monitor and manage the office internet package and electricity bills, ensuring renewals and payments are handled proactively before any service lapses. No one should ever arrive at a dark office or a dead connection.
  • IT Support Liaison: Serve as the primary point of contact with the company’s IT support provider. Log issues, coordinate resolutions, and follow up to ensure timely fixes. Escalate repeat or critical issues to the MD.
  • Maintenance Coordination: Liaise with building management and maintenance contractors at SODIC West to address any repairs or facility issues. Raise requests promptly, track completion, and confirm resolution.
  • Office Supplies & Groceries: Own the monthly ordering cycle for office supplies and groceries. Maintain a running inventory, anticipate needs before they become shortages, and ensure the office is consistently stocked without over-ordering.
  • General Office Order: Take overall responsibility for the upkeep and presentation of the office environment. This means coordinating cleaning, flagging anything that needs attention, and ensuring the workspace reflects the standards of the agency at all times.

 

III. Qualifications

  • Experience: 1-3 years in an administrative, operations support, or customer-facing coordination role.
  • Communication Excellence: Outstanding written and verbal communication in English. Arabic is a strong advantage. You know how to write a professional reply in under two minutes without it sounding rushed.
  • Organisational Rigour: Genuinely detail-oriented. You build systems, not workarounds. Calendars, archives, and inboxes under your ownership are always in order.
  • Technical Proficiency: Comfortable with Google Workspace (Gmail, Calendar, Drive, Docs), WhatsApp Business, and standard project or task management tools.
  • Service-First Mindset: You take pride in being the person who makes things easier for everyone else. You don’t wait to be asked twice.
  • Discretion: You handle correspondence and documentation with full professional confidentiality. You understand that what crosses your desk stays at your desk.
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