Office & Operations Manager
First seen by Alion on Oct 11, 2026.
Key Responsibilities
1. Office Management & Operations
Oversee the day-to-day operations of the office, ensuring a professional, organized, and productive working environment.
Manage office facilities, supplies, equipment, maintenance, service providers, and vendor relationships.
Coordinate procurement, purchasing, and operational expenses while ensuring cost efficiency.
Establish and maintain office policies, operational guidelines, and administrative procedures.
Ensure that operational requirements are anticipated and addressed proactively.
2. Business Operations & Process Improvement
Develop, document, and improve standard operating procedures (SOPs), workflows, and internal systems.
Monitor operational priorities, deadlines, and deliverables, following up with relevant team members to ensure timely execution.
Identify operational bottlenecks and recommend practical solutions to improve productivity and efficiency.
3. Project Coordination
Support consultants and project teams with the operational coordination of client engagements and internal assignments.
Coordinate meetings, calendars, travel arrangements, workshops, and other project-related logistics.
Maintain organized project documentation, timelines, records, and shared files.
Track administrative and operational requirements associated with projects, including proposals, contracts, deliverables, and invoicing milestones.
Facilitate communication and coordination between leadership, consultants, clients, and external stakeholders.
4. Client & Business Support
Maintain accurate client records, CRM data, contact databases, and engagement documentation.
Support the preparation and organization of proposals, presentations, reports, and other business documents.
5. Financial & Administrative Coordination
Coordinate with external accountants and bookkeepers on invoicing, expense tracking, payment follow-ups, payroll inputs, and financial documentation.
Maintain organized records of operational expenditures, supplier invoices, receipts, and supporting documents.
Monitor routine operating expenses and support budget tracking and cost-control activities.
Coordinate invoice preparation and follow-up on outstanding client payments in collaboration with the leadership team.
Ensure that financial and administrative records are accurate, complete, and properly maintained.
6. HR & Team Support
Maintain employee records, attendance information, leave records, and other HR documentation.
Coordinate with external HR or payroll providers, where applicable.
Support internal communication, team coordination, and the implementation of workplace policies.
Requirements
Bachelor's degree in Business Administration, Management, Operations, or a related field.
5–8 years of relevant experience in office management, business operations, operations coordination, or a similar role, preferably within a consultancy, professional services firm, agency, or SME.
Demonstrated experience managing multiple operational responsibilities and coordinating across different functions.
Experience developing or improving internal processes, procedures, and administrative systems.
Strong organizational, analytical, problem-solving, and time-management skills.
Excellent written and verbal communication skills in English; Arabic is an advantage.
Proficiency in Microsoft Office Suite and Google Workspace, with experience using CRM and project management tools.
Basic understanding of invoicing, expense tracking, budgeting, and coordination with accounting or HR service providers.
Ability to work independently, prioritize competing demands, and take ownership of tasks from initiation to completion.
High standards of professionalism, discretion, confidentiality, and attention to detail.