Office Manager

3 weeks ago

Vancouver BC, Canada Diligent Corporation Full time

Position Overview

Diligent’s continued success and growth depends on not just setting a high bar of client satisfaction, but also of employee experience. Diligent is seeking a proactive and vibrant Office Manager to join our local team in Munich. Our office manager will ensure a smooth running of our office operations and work closely with our employees and local Leadership Team to manage administrative and office related tasks.This is the perfect opportunity for an individual who loves to roll their sleeves up and support various initiatives and projects, is meticulously organized, analytical, and is passionate about being part of the growth of our organization, with a focus on their office site.

Key Responsibilities

  • Ensure that Diligent's space is maintained by in-house staff, outside vendors and building maintenance and that problems are rectified in the most economical manner.
  • Managing the entire office space including workspace allocation, working closely with recruitment and ETS to align on new joiners.
  • Management of our reception desk and general reception responsibilities.
  • Maintain all contracts related to the use of outside vendors.
  • Prepare annual office budgets and quarterly operating budget.
  • Assist Procurement with office PO requests and requisition submittals.
  • Maintain and analyses all supply vendor contracts and agreements on a semi-annual basis.
  • Maintain the security and integrity of the office through the use of access control systems.
  • Assist the Office Manager with the Diligent’s Heath and Safety program.
  • Lead office engagement initiatives, working closely with the local culture club/Site Lead in building engagement programmes (team building exercises, networking events etc)
  • Executive leadership support, whether it be catering, diary management, travel or general office support.
  • Order office supplies, snacks and beverages on a weekly basis, keeping track of spend and managing office expenses.
  • Coordinate catering for departmental lunches & non-executive meetings.

Required Experience/Skills

  • Proficiency in Microsoft Office Suite.
  • 3+ years of experience office management role or customer facing role (including areas such as hospitality) .
  • Experience managing an office and coordinating an office move are a distinct advantage.
  • Experience supervising staff such as front desk and receptionist personnel is an distinct advantage.
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