Office Manager

We are looking for an Office Manager to manage our front desk on a daily basis and to perform a variety of administrative and clerical tasks for our offices and HR department in general. As an Office Manager, you will be the first point of contact for our company. Our Office Manager’s duties include offering administrative support across the organization. You will welcome guests and greet people who visit the business. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls. To be successful as an Office Manager, you should have a pleasant personality, as this is also a customer service role. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position. Ultimately, an Office Manager’s duties and responsibilities are to ensure the front desk welcomes guests positively, and executes all administrative tasks to the highest quality standards. The Office Manager reports to the HR Generalist of our company.

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure our offices & meeting rooms are tidy, presentable and functional with all necessary stationery and material (e.g. pens, forms and brochures)
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Arrange travel and accommodations, and prepare vouchers
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
• Perform specific payroll duties such as keeping in a daily basis the staff attendance timing by using our payroll system
• Perform specific recruiting duties such as responding in messages of staff candidates by using our social media platforms and scheduling the necessary number of interviews for our HR Generalist

• Proven work experience as Office Manager, Receptionist, Front Office Representative or similar role
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Very Good knowledge of English language
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• Associate or Bachelor degree; additional certification in Office Management is a plus