Office Manager
9 zile în urmă

MobileXpense is a leading provider of global Travel Expense Management solutions for large multinationals and governmental organizations.

Its uniquely flexible SaaS solution simplifies a complex and often time-consuming problem for business travelers, HR departments and accounting departments around the world.

The solution offers multinational organisations full regulatory compliance with country specific taxation and legal allowance regulations as well as the flexibility to adjust to company regulations and policies.

MobileXpense serves more than 1.2 million end-users in over 100 countries.

The Office Manager has three main objectives :

  • Organise and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety
  • Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
  • Manage internal staff relations : dealing with correspondence, complaints and queries
  • Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
  • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
  • Monitor and maintain office supplies inventory : organizing the office layout, ordering stationery and furniture
  • Maintain a safe and secure working environment
  • Maintain the condition of the office and arrange for necessary repairs
  • Provide general support to visitors : arrange meetings and assist with travel and hotel reservations for visitors
  • Interface with accountants for processing accounts receivable and accounts payable, regulatory filings
  • Coordinate with IT department on all office equipment
  • Assist the organization’s HR function by keeping personnel records up to date, arranging interviews and meetings
  • Organize orientation and training of new staff members
  • Organize company events or conferences
  • Prepare letters, presentations and reports
  • Supervise and monitor the work staff daily presence as per legal compliance
  • Perform general administrative duties such as receiving calls, letters, copying, scanning, archiving, organize and maintain files and regulatory posting notices
  • Provide support and logistics for regulatory inspections or presentations / visits.
  • Educational level : Bachelor’s degree

    Relevant Experience : Administrative / 2 years + of experience in an assistant facilities management position

  • Proven success working well with a variety of administrative tasks
  • Ability to quickly assess situations, identify trends and gaps, develop insights and propose solutions
  • Highly organized and good with details
  • Flexibility to change course as priorities dictate
  • Basic knowledge of accounting and human resources
  • The Office Manager has a team mindset and is well organized to be able to work on several project or requests in parallel.

    He / She is able to take responsibility for the various requested tasks and has a proactive and straightforward communication, within the team or with the partners.

    Confident, decisive, tactful and effective communications skills both externally and internally.

    S / he values integrity, honesty and hard work, is dynamic and cheerful.

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