Office Operations Manager
1 week geleden
Ebury seeks a highly skilled and experienced Office Manager to join their team in Amsterdam. As the 'heart and soul' of the office, this role is responsible for ensuring everything runs smoothly and colleagues have everything they need to succeed.
This varied and interesting position requires someone with a flexible, proactive, and supportive approach. Cultural fit is paramount, as you will be interacting with the team daily, so we are looking for someone who is hard-working and can identify areas for improvement.
You will report directly to the Head of Global Business Services and be responsible for providing a focal point for our front-of-house and office operations. This will involve delivering outstanding assistance to Ebury's employees and visitors on a daily basis.
Key responsibilities include offices, assets, and facilities management, leading employee experience, and delivering a first-class workplace experience. You will be responsible for the effective running of facilities contract services, including building maintenance, purchasing, post room, security, cleaning, waste management, stationery, plants, coffee machine, pest control, environmental, and building consultancy services.
You will also be responsible for the planned and ad hoc maintenance and upkeep of the premises and equipment, including safety checks and liaising with contractors as required. General office management duties include meeting room management, conference call facilitation, hot desk administration, supplies, and stock management of office supplies, business card administration, company merchandise, monthly office social events, courier bookings, and more.
This role requires strong interpersonal skills, with the ability to work collaboratively and find pragmatic solutions to changing situations. You will also need excellent oral and written English skills, as well as strong organisational and time management skills. If you are a friendly and proactive individual with a passion for delivering exceptional customer service, we would love to hear from you.
Responsibilities
- Offices, Assets and Facilities management
- Lead employee experience & deliver a first-class workplace experience for our employees, both office- and home-based workers
- Responsible for the effective running of facilities contract services including; building maintenance, purchasing, post room, security, cleaning, waste management, stationery, plants, coffee machine, pest control, environmental and building consultancy services
- Responsible for the planned and ad hoc/reactive maintenance and upkeep of the premises and equipment including the required safety checks, liaising with contractors as required
- General office management duties including meeting room management and conference call facilitation, hot desk administration, supplies and stock management of office supplies, business card administration, company merchandise, monthly office social events, courier bookings etc
- Ensure operational and services standardisation is aligned with the global facilities manager and with local Ebury representatives in the Country
- Real Estate responsibility and landlord relationship management
- Assist with the inventory record keeping and basic maintenance (in collaboration with central IT) of all computer assets
- Ongoing monitoring and control of the pool, leased, rented or owned by the Company Cars, Space and planning management, lead Moves and project coordination
- Negotiate with suppliers and budget management. Led services bid process
- Accountable for assigned events to be held in the Offices as an Offsite or Bootcamp, Summer and Christmas Dinner
- Lead the primary inbound communication channels and correspondence including phone calls, mailboxes and physical packages delivered to the office
- Conduct satisfaction surveys and create action plans/site improvement plans
- Health & Safety
- Lead the duty of care, and health and safety programs with comprehensive policies and practices for the offices- and home-based workers
- Responsible for delivering full H&S compliance according to local regulations
- Organise all relevant Health & Safety staff training as necessary
- IOSH certification
- Travel
- Provide support booking for Senior Management Staff of Ebury
- Support the Travel team with some administrative tasks and supervision of our global travel business partner
Requirements
- Demonstrable experience in multi-site/office administration in a corporate environment including meeting services, events and purchasing, company cars management and other office equipment in a mid-size organisation
- Facilities health and safety experience. IOSH certification is not required but desired
- Hospitality experience is a plus
- Excellent interpersonal skills with proven ability to work collaboratively. Able to find pragmatic solutions and adapt to changing situations
- Strong oral and written English skills
- Excellent organisational and time management skills
- Friendly individual able to take initiative
- Good at multitasking with the ability to remain calm and focused under pressure
- Able to work in a fast-paced environment and meet deadlines when needed
- Analytical skills
- Bachelor in Business Administration, Tourism and Hospitality management is a plus
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