Office Manager
il y a 5j

Job Description

  • Responsible for providing administrative support in order to ensure smooth functioning of the office in an effective and efficient manner
  • Professional interaction with stakeholders coming into the offices.
  • Maintain a professional and high quality service oriented environment at all times
  • Reception Services

  • Professional interaction with stakeholders coming into the offices
  • Manage incoming calls
  • Provides reception services to guests, clients; informs relevant team members about guests’ arrivals
  • Event Management :

  • Organize and co-ordinate company events, meetings
  • Manage meeting rooms : equipment’s, drinks, etc.
  • Manage restaurant bookings for business lunch and dinners
  • Organize taxi transfers, pick-up services for visitors
  • Travel & Accommodation arrangements :

  • Manage and coordinate travel and hotel arrangements for employees and external stakeholders
  • Office Environment & Management

  • Maintains the condition of the office such as arranging for necessary repairs,
  • Manage regular cleaning and courier services and related vendors
  • Organizing the office supplies of stationery, equipment’s, grocery, etc.
  • Managing office needs including fixing of fixtures and any related requirements viz. upkeep and maintenance
  • Reception of goods (ie. vouchers, gifts ) and coordination with related departments
  • Finance work

  • Preparation of correspondence to providers
  • Preparation of monthly reports for finance from various providers
  • Support the finance department for the fixed assets inventory (incl. vehicle fleet and IT / Phone assets) and including physically checking and labelling the fixed assets.
  • Document management (clients and suppliers’ contracts, invoices ) in both paper version and soft copy
  • HR work

  • Local HR Business Partner
  • Manage interactions between regional HR team and local departments
  • Prepare HR documents for all employees (contracts, attestations )
  • Keep personnel records up to date, arranging interviews
  • Manage interactions with local Labour Inspection
  • Leave Form Management for all employees
  • Manage work-related accidents
  • Manage the health insurance file for all employees including issuing application to the new hires and discontinuation of insurance for departing employees.
  • Business card printing for all staff
  • Manage the pharmacy
  • Key Interfaces

  • Commercial Director
  • Sub Regional HR Director
  • Finance Team
  • HR Generalist
  • All employees
  • External service providers
  • Technical skills required

  • Working knowledge of Office Administration.
  • Working knowledge of supplier management
  • Excellent interpersonal and communication skills, both written and verbal, with all levels of employees
  • Ability to develop and maintain positive relationships at all levels of the organization, while also advocating for an issue, and / or providing constructive feedback
  • Strong drive to get things done (proactively)
  • Excellent time management and prioritization.
  • Manage multiple conflicting priorities
  • Proficiency in Microsoft Office Suite
  • Fluent in English
  • Able to work under pressure to demanding time pressures and to meet deadlines
  • Able to work under own initiative and as part of a team
  • Able to understand and adapt to cultural sensitiveness
  • Typical Education and Work Experience required

  • Typically 5+ years relevant experience in Office administration
  • University degree or related, education or job experience equivalent
  • Good language skills in English
  • Experience in working in a matrix / international organization (preferred)
  • We offer an exciting work environment that brings people together. We encourage an entrepreneurial and innovative spirit.

    We make use of the latest digital technologies. We are looking for self-starters, who accept challenges and create solutions.

    Can there be a better place to take center stage in the digital revolution? We are excited to getting to know you!

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