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.