We are looking for an Office Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
Office Manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. Previous experience as a Front Office Manager would be an advantage. A successful Office Manager should also have experience with a variety of office software (email tools, spreadsheets, and databases) and be able to accurately handle administrative duties. Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.
Responsibilities
Office Management
* Monitoring office supplies inventories and ordering office consumables.
* Ensure the smooth running of the office and general facilities requests.
* Organizing office needs for an ongoing and expanding business: space/facilities, new joiner packs, and arrangements.
* Purchasing office supplies and equipment and maintaining proper stock levels.
Relationship Management
* Communicating with key suppliers and customers, both UK and globally, to schedule meetings and trips as required.
* Interaction with potential customers of the Firm - meeting schedules, printing marketing packs/materials, greeting in reception, and escorting professionally.
Organizing Events
* Plan, organize, and execute corporate events, such as conferences, meetings, and other professional events.
* Develop and manage budgets for each event.
* Identify and negotiate contracts with suppliers, vendors, and venues.
* Collaborate with internal stakeholders to ensure the events are aligned with the company's objectives and values.
* Coordinate all event logistics such as catering, AV equipment, signage, transport, and accommodations to ensure every detail is perfect.
* Monitor timelines, track deliverables, troubleshoot issues, and implement contingency plans.
* Measure event success, collect feedback, and prepare post-event reports.
Other Administrative Duties
* Processing expenses and invoices (ad hoc) whilst adhering to Employer's policies.
* Meeting and catering bookings, including conference calls and video conferences.
* Couriering documents and mail distribution.
* Holiday and absence monitoring using tracking spreadsheet for management review.
* Archiving documents.
Requirements
* Proven experience of 5 years as an Office Manager and event manager.
* Excellent interpersonal and communication skills (English and German), both written & verbal. Swiss German would be a plus.
* Proficiency in MS Office (MS Excel and MS Outlook, in particular).
* Hands-on experience with office machines (e.g., fax machines and printers).
* Familiarity with email scheduling tools, like Email Scheduler and Boomerang.
* Excellent time management skills and ability to multi-task and prioritize work.
* Attention to detail and problem-solving skills.
* Strong organizational and planning skills in a fast-paced environment.
* A creative mind with an ability to suggest improvements.
Benefits
* Multi-cultural international team of highly motivated colleagues.
* Modern working environment and equipment.
* At Arrow Resources, we value our people, so on top of a competitive salary, bonus, and excellent benefits, you will be supported with your own career development, have access to an extensive range of Learning & Development courses, and some incredible internal mobility opportunities.
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