Office Manager (#2763)

 N-iX is a software development service company that helps businesses across the globe develop successful software products. Founded in 2002 in Lviv, N-iX has come a long way and increased its presence in nine countries - Poland, Ukraine, Sweden, Romania, Bulgaria, Malta, the UK, the US, and Colombia. Today, we are a strong community of 2,000+ professionals and a reliable partner for global industry leaders and Fortune 500 companies.

We are growing and looking for a Office Manager to join our team.

Responsibilities:

General office services:

• Maintaining schedules and administering systems or arrangements for purchasing, receiving, dispatching, and delivering goods and/or services
• Helping contractors with office requests
• Maintaining the inventory of office supplies and ordering office supplies, equipment, and services within prescribed procedures and contractual agreements
• Responsible for keeping all requests in Jira under control and in progress
• Alert cross-department issues according to the area of responsibility and work closely with the landlord services unit in case of any needs
• Responsible for keeping office managers' storage in order

Visitors hosting and office event area

• Conducting the whole process of preparation for the business visit (e.g. ordering taxi/lunch, accommodation, meeting room or conference hall, etc)
• Responsible for maintaining proper stock levels for visitors’ gifts and other goods
• Alert in case of escalation or high priority /nonstandard greeting needed
• Cooperate in arranging in-house events with the event host department or event coordinator

Reception area:

• Conducting the whole process of general postal operation
• Coordinating smooth and on-time delivery process
• Working with supplier documents, payments, and alerts in case of escalation
• Conducting according to schedule regular office observation
• Conducting the whole reception area process (phone calls, info point, found and lost  point)

Office planning, reorganisation,  opening/closing facilities area

• Working with the Shared Team Space process or other office planning tools or procedures
• Support office opening/closing arrangements in cooperation with other departments and units as part of job responsibility and establish all general office services and reception areas in place.

Other areas

• Maintaining records of administrative expenses and petty cash
• Reporting expenses.
• Recommend improvement in-office procedures and organisation policies.
• Producing regular and/or ad hoc reports of information relating to the work process.
• Maintaining office support-related database.
• Identifies and reports problems to the Head of Administrative Services Sub-Unit.
• Providing support to other departments with administrative and operational tasks as needed

Qualifications:

• Working experience in the same position/industry or both 1+ year
• At B2 level in English knowledge
• High level of attention to detail and accuracy
• Excellent collaboration, verbal and written communication skills
• Strong client relationship management and customer service skills
• Positive attitude under stressful conditions and willingness to help wherever required
• Look for creative ideas and generate other information to improve office life