Office Manager (#4138)

N-iX is a global software development service company that helps businesses across the world develop successful software products. Founded in 2002, N-iX has come a long way, expanding its presence across Europe, the US, and Latin America. Today, we are a strong community of 2,000+ professionals and a reliable partner for global industry leaders and Fortune 500 companies. 

Currently we looking for Office Manager, acts both as an office support specialist and receptionist. Performs most office support duties. Provides a wide range of services to ensure efficient office operation.

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

• 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

Requirements:

• 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;
• Strong Knowledge of MS Office