Office Manager
Acceleron Media
Полная занятость
В офисе
Vilnius, Vilniaus m. sav., Lithuania
Reporting to the Head of Office Administration, the Office Manager oversees, manages and implements daily administrative tasks to ensure the office operations run efficiently.
The ideal candidate will support in a variety of areas within our agency. This person has the ability to understand the needs of our staff while being able to inspire employee engagement on a daily basis through special tasks and or events.
This person has the ability to prioritize and coordinate administrative services as it relates to office supplies, equipment, security and maintenance as well as basic administrative tasks to support the Team.
The Office Manager will also support in the execution of events and coordinate requirements for large meetings or conferences.
Key Responsibilities:
• Manage the office on a daily basis from ensuring the coffee machine is clean to attending to all ad hoc office and facility requests to support the Team.
• Interact with building management & maintenance to support the needs of the office & Team.
• Own the relationship with office service vendors, such as couriers, accommodations, travel, equipment, supplies, disposal of assets, maintenance, cleaning and security services.
• Ensure and take responsibility for overall appearance of the office - coordinate and manage kitchen maintenance & cleanliness and ensure boards are clean and meeting rooms are well kept.
• Act as an Executive Assistant to a group of Executives when required – schedule & book meetings, take meeting minutes, file expenses, restaurant bookings and other general requests.
• Dedicated front-line person at reception for all visitors, deliveries, vendors and staff.
• Responsible for all company credit card purchases.
• Manage employee cell phones as it relates to hardware, travel packs, and telecom invoices.
• Maintain inventory, budget and regular procurement of all office related supplies & equipment: Kitchen supplies, office supplies, furniture, stationary etc.
• Manage and track vendor contract expiry dates / costs to ensure renewals are being processed or canceled in time and liaise with finance for invoicing.
• Implement and coordinate office administrative procedures and review, evaluate and help implement new procedures as required.
• Control incoming and outgoing office mail and deliveries.
• Build and maintain a strong relationship with corporate travel agency and their staff.
• Respond to travel requests, book accordingly and maintain travel report.
• Coordinate catering for meetings or as required.
• Assist as needed with company conferences, summits & special events.
• Provide general administration support to the Team as required.
• Maintain strict confidentiality with regards to all employee information.
Requirements:
• 3 to 5 years experience in office administration, or equivalent transferable skills.
• Background or experience in office administration, banking, finance and/ or legal an asset.
• Strong understanding of business processes, operations as well as organizational systems and structures.
• Must have great communication and organizational skills as well as the ability to multitask.
• Complete fluency in English, both written and spoken is essential.
• Very strong writing skills. Can write corporate communications with minimal direction.
• Proficiency in Office suite of programs.
• Effective project management skills.
• Flexible, driven and team-oriented with a strong sense of initiative.
• Ability to work under pressure, handle multiple tasks, prioritize and meet tight deadlines.
• Strong ability to maintain discretion and confidentiality.
• Hard worker and a proactive problem solver – no job too big or small.
• Professional with a friendly and positive disposition – Customer Service oriented is a must.
What we offer:
• An amazing office atmosphere, where you will feel valued and where your contribution will be heard.
• Option to work remotely twice per week.
• Opportunity to work from anywhere in the world for 30 days out of the year.
• Monthly team building activities.
• Supplemental health insurance, including dentistry, gym, etc.
• Snacks and drinks in the office.
• Fully paid sick leave.
• Four paid personal days per year.
• Monthly base salary: €2100 - €2500 (gross/month)
• Lithuanian language not required. International candidates with the right to work in EU are welcome. Relocation to Vilnius, Lithuania would be required.*