The Role:
Reporting to the Country Manager, the Office Operations Manager is responsible for ensuring the smooth and efficient daily operations of the office. This role demands a high level of professionalism and proficiency to maintain an exceptional work environment that supports both team productivity and executive needs. The Office Operations Manager oversees all aspects of office functionality, from facility management to event coordination, enabling a seamless office experience for employees and visitors alike.
Your Contribution:
In this role you will:
Design and optimize office layouts, manage office equipment procurement and ensure a well-functioning workspace for local teams.
Collaborate with EU Executive Assistants to plan, coordinate, and manage key country office visits, providing logistical support to ensure seamless experiences.
Oversee all aspects of office administration, including facilities management, security, access control, and cleanliness to maintain a professional and welcoming environment.
Manage vendor relationships, supervise cleaning staff, and ensure facilities meet high standards of hygiene and functionality.
Oversee invoice control, follow-up, and reconciliation for local teams, events, and activities. Process entries in Oracle and manage transfers, ensuring accurate and timely reporting.
Coordinate the setup of new customers in our database and handle new hire onboarding processes, ensuring a smooth start for every new team member.
Organize and support office and team events, handling logistics, coordination, and onsite needs to create impactful and memorable experiences.
Manage all incoming correspondence, handle queries, escalate issues as needed, and supervise administrative staff, ensuring productivity and efficiency across the team.
Keep email distribution lists up-to-date, arrange deliveries, and ensure seamless internal communication, so teams have the information and resources they need.
Key Qualifications:
For consideration, you must bring the following minimum skills and experiences to our team:
Skilled in both verbal and written communication across all levels, with the ability to engage effectively with team members, executives, and external partners.
Strong command of Google Suite (Sheets, Slides, Docs) for seamless document creation, data analysis, and collaboration.
Adept at managing multiple responsibilities simultaneously while maintaining a high level of organization and attention to detail.
Strong active listening abilities, fostering clear communication and strong working relationships across teams.
Proven capability to organize tasks and deadlines efficiently, ensuring timely completion of all responsibilities.
Skilled in assessing situations, identifying solutions, and making sound decisions contributing to streamlined operations.
Comfortable with analyzing data and processes, with a keen eye for detail to improve office operations and enhance efficiency.
Experience in coordinating and managing events, as well as overseeing projects from start to finish, ensuring smooth execution and meeting objectives.
Familiarity with business process management, continuously seeking ways to improve office systems and workflows.
Skilled in managing complex travel arrangements and coordinating schedules for multiple leaders, ensuring seamless itinerary planning and optimized time management.
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