Office Manager

The Office Manager takes care of all administration responsibilities related to a well-functioning office. Besides being the direct support and assistance to the Managing Director, the office manager is the go-to person for all facility, general office management and hosting guests related topics. Together with MD and local MT the office manager plays a crucial role in transforming the work place and office culture into an agile and modern environment.

Roles and Responsibilities

OFFICE MANAGEMENT: Travel

• Arranging flights, taxi and hotels for MD, visitors and AE guests.
• Contact person/admin for the travel agency.
• Prepare guarantee letters for Visa applications of local travelers.
• Prepare Invitation letters on request of travelers from other offices to Schengen.

• Book/rebook flights for local staff.
• Liaise with Travel Agent and Hotels.
• Admin User for Concur Travel Expense Reporting and review all Travel.
• Expense Reports of new incoming TA’s.

OFFICE MANAGEMENT: Supplies to Office

• Ordering office stationery, kitchen supplies, paper, business cards, letter head, first aid material.
• Liaise with external parties related to the office (Window Cleaner/Cleaning company).
• Checking and approving related invoices in ES.

OFFICE MANAGEMENT: Liaise with landlord, building manager, facilities of the building

• Report malfunctions or problems to Landlord / administration.
• Be point of contact for landlord and its representatives.
• Ensure access to office when / where needed.
• Maintain office key logbook and parking space administration / remote access control units.

OFFICE MANAGEMENT: Reception

• Book meeting rooms – welcome visitors – prepare meeting room for client meetings, reserve parking lots.
• Pick up and distribute incoming mail.
• Take care of outgoing mail (not ship related).

OFFICE ADMIN: Central Document keeping

• Maintain filing of all documents relating to the business (contracts, certificates), leases, facilities.

OFFICE SUPPORT: Assistance to Managing Director

Assist the Managing Director

• Managing internal communication on behalf of the MD.
• Preparing reports or presentations.
• Organizing events, customer gifts, Xmas cards and hampers.
• Alignment on Marketing and others with Group.
• Actively co-create modern working environment and company culture together with MD and local MT.

OFFICE COMPLIANCE

• Coordinate with ASD, SVG and BG on all safety and health related legally mandatory subjects.
• Arrange necessary regular meetings and trainings (in coop with QSHE where applicable).
• Maintain records and office signs / plans.

DPO (Data Protection Officer)

• Acting as DPO for implementing and maintaining GDPR compliance.
• Participate relevant internal and external trainings.
• Maintain GDPR required documentation for legal entity.
• Advise of internal data processors on handling of person data.
• Maintain overview on local GDPR process.

CAR FLEET ADMIN: Company Cars

• Acting as delegate of the personally liable MD (Fuhrparkleiter).
• Inquiry of car offers, maintain & filing of contracts, arrange fuel cards (if applicable), follow up on insurance cases. Act as central contact for new and existing insurances.
• 6-monthly check of valid drivers licenses of company car holders, ensure relevant and mandatory trainings for drivers.
• Aligning with HR Payroll for necessary data exchange.