Nivel cariera

Senior (5-10 ani)

Limbi vorbite

engleză


Position Objective:

 The Office Manager Management is a position which includes many different activities related to managing the office and its suppliers, assisting the management with secretarial activities and managing other support activities related to HR, Marketing/Communications and legal and finance matters.

 Primary Responsibilitie

  • Set-up of office plan in close cooperation with Managing Director and architects
  • Co-operation with suppliers:
  • Furniture ordering and agreeing on plan with local architects.
  • Supervising cleaning services
  • Copying / fax machine – ordering, negotiating contract
  • Mobile phones – ordering new mobiles phones, follow-up on news and update of tariffs, negotiation of contract, registration of mobiles and filling their documents.
  • Fixed lines – ordering new phones, allocation of phone numbers, extension of the phone central, ensuring the proper transfer of phone calls (needs to be constantly updated), arranging records for the switch board.
  • Posters – arranging all the photos or posters to be framed.
  • Ensure, extend insurance for the office and office equipment.
  • Ensure supply of stationary: letterheads, envelops, business cards, driver sets, gadgets: cubs, glasses
  • Postal service– negotiation of contracts, follow – up on news, supervision of co-operation.
  • Hotels – negotiation of contracts.
  • Taxi – contract negotiation, supervision of co-operation.
  • Travel agencies – negotiation of prices for tickets.
  • Providing kitchen and office supply.
  • Preparation of costs overviews for mobiles costs, taxis use, office supply etc.
  • Implementing and maintaining LeasePlan templates and procedures.
  • Managing the office to ensure that it is clean and properly used by the staff.
  • Supervising subscription to the newspapers.
  • Preparation of Managers’ meetings and Board Meeting.
  • Preparation of minutes, Board and Annual Plan documents.
  • Develop and update presentation templates.
  • Making flight, hotel reservations or train tickets bookings.
  • Making translations for Leasing System, Magazines and Brochures.
  • Assisting in preparation and placement of job adds in newspapers.
  • Assisting in daily tasks (managing calendar; preparation of visits itineraries; programs of guests’ visits; making flight, hotel, rent cars reservations etc.)
  • Filing of documents.
  • Arranging meetings, sending invitations.

     

    Other activities

    Communication-Marketing

  • Contact person for the Communication department in LP Corp.
  • Providing communication material in all the requested materials . for Yearbook, Group News.
  • Organizing ‘photo sessions’.
  • Coordinating content for LeasePlan website.
  • Development of magazine to clients / suppliers.
  • Creation of advertisements with local agency.
  • Internal communication to the staff on all the events and things happening in the office and the building.

     

    HRM

  • Registration of new employees and ordering entree cards.
  • Assisting Managing Director and other MT members in various HR activities.
  • Preparation of contracts for employees.
  • Organizing introduction training for employees.
  • Gathering documents from employees (work certificates, insurance related documents, copies of diplomas etc.)
  •  Collecting holiday applications, and sick leaves.
  • Organizing English courses for employees, supervising them, ensuring the communication flow between the school and students . for exams.
  • Preparation and organization of company events.

    Legal

  • Preparation of LP contracts for clients.
  • Follow up on changes in the contract.
  • Preparation of simple and various contracts and power of attorneys (translations).

  • Filling and keeping legal documents.

     

    Education: University degree.
    Experience:  Management assistant / office management experience
    Organizational competencies:
    Acts with integrity and professionalism
    Communicates and collaborates effectively with others
    Speaks and writes fluently in local and English language
    Job Competencies:
    Independent, self thinking and working to identify and solve problems.
    Has a can-do mentality, with motivating and pro-active attitude to energize team
    Works well under pressure
    Has a professional appearance
    Is open, honest, reliable, accurate