Description de l'annonce:

Mission

Main objective of Office Manager (OFM) is to work closely with Country/Site Management in order to provide administrative support to manage the material resources included within his/her area of responsibility, controlling the budget and billing, in line with the established policies, processes and procedures, guaranteeing maintenance of the site and providing the necessary support to obtain its adequate administration.

Functional responsibilities

General Services and Safety & Security

• Plan and execute purchasing needs of the Site, search and select potential suppliers, negotiating, tracking fulfillment of vendor’s obligations defined by contracts. Making the budget application, and review of the purchases billing. Performing the monthly close and guaranteeing that the procedures established by the Company are met. Internal financial reporting, payment processing, expense forecasting. Perform the required bank and company procedures to manage petty cash.
• Produce documents, briefing papers, reports and presentations.
• Organize and attend meetings ensuring to be prepared according to expectations.
• Manage at administrative level the documents generated in the billing processes in coordination with accounting agency, following the established procedures.
• Stock management (delivery, transport, and stock level), pricing and follow up, obtainment of pro-form invoice for import permission, order forecasting, and tracking of payments of receivables by distributors.
• Communicate with external provider regarding external communication on social media as well as for other marketing channels.
• Monitor the cleaning company and report the incidents detected, in coordination with the Owner, where appropriate.

Reception (if assigned)

• Take charge of the entire reception area.
• Book meeting rooms for all departments.
• Arrange courier services when needed.
• Answer calls received by the switchboard, resolving certain queries in the first instance or channelling them to the related person or department.
• Receive and attend to visits at the Site.
• Receive, classify and distribute all the correspondence received, and control and monitor the correspondence sent and manage internal mail.
• Transfer the service request of any client (internal or external), either in person, by telephone, email or fax.
• Perform the administrative management of the documentation processed, in line with the established procedures.

Travel Coordination (if assigned)

• Arrange travel and accommodation for employee and Company guests when requested.
• Act as general resource and point of contact for travel-related issues and Company travel policy rules, assisting employees with the travel-related issues or concerns.
• Research and secure the best rates in booking flights, hotels and car rentals with the support of the travel agency.

Exigences

Professional qualifications/Specific knowledge

• Minimum studies: University diploma or degree (preferably Business Administration and Management, Business Studies or similar) or equivalent higher qualification.
• Specific training and/or work experience in Administrative, Budget and Billing Management is an asset.
• Specific training and/or work experience in Building Maintenance is an advantage.

Information technology

• Office package (Word/Excel/PowerPoint): High level.
• Google Apps: High level.
• E-mail Communication: High level.
• Previous experience in HR Information System (IS) solutions is an advantage.
• Communication skill:  FR C1 Level + ENG B2 Level

Core Competences required

• Communication
• Focus on the Client (internal and external)
• Planning and Organisation Capacity
• Focus on Quality
• Adaptability and Flexibility
• Analytical and Resolutionary Thinking
• Teamwork