Office Manager (#2763)

Medellin
Work type:
Office based
Technical Level:
Middle
Job Category:
Administration
Project:
Office Administration

N-iX is a software development service company that helps businesses across the globe develop successful software products. During 22 years on the market and by leveraging the capabilities of Eastern Europe talents the company has grown to 2000+ professionals with a broad portfolio of customers in the area of Fortune 500 companies as well as technological start-ups. N-iX has come a long way and increased its presence in nine countries -  Poland, Ukraine, Bulgaria, Romania, Sweden, Malta, the UK, the US, and Colombia.

We are looking for an Office Manager to join our Office administration family and work closely in a friendly international team of office managers. 

This position is a great opportunity to start or continue your career in IT industry, with a possibility for future growth within the office administration team or in company in general. As the office managers team is quit international  (we have office managers in different cities in Ukraine and countries in Europe and Latin America) the candidate will have a chance to practice English daily and meet coworkers and even friend from all over the world. Daily challenges and interesting tasks, lots of communication with all our employees and company visitors wait for you. This is the role for proactive, creative and wide-open worldview.

Office address - Carrera 42 3, Sur 81, Torre 1, Building Milla de Oro

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

We offer:

  • Flexible working format - remote, office-based or flexible
  • A competitive salary and good compensation package
  • Personalized career growth
  • Professional development tools (mentorship program, tech talks and trainings, centers of excellence, and more)
  • Active tech communities with regular knowledge sharing
  • Education reimbursement
  • Memorable anniversary presents
  • Corporate events and team buildings
  • Other location-specific benefits
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