We are looking for an Office Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.
Office Manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. Previous experience as a Front Office Manager would be an advantage. A successful Office Manager should also have experience with a variety of office software (email tools, spreadsheets, and databases) and be able to accurately handle administrative duties. Ultimately, the Office Manager should ensure the smooth running of the office and help improve company procedures and day-to-day operations.
Responsibilities
1. Office Management
2. Monitoring office supplies inventories and ordering office consumables.
3. Ensuring the smooth running of the office and handling general facilities requests.
4. Organizing office needs for an ongoing and expanding business, including space/facilities, new joiner packs, and arrangements.
5. Purchasing office supplies and equipment and maintaining proper stock levels.
Relationship Management
1. Communicating with key suppliers and customers, both in the UK and globally, to schedule meetings and trips as required.
2. Interacting with potential customers of the firm—scheduling meetings, printing marketing packs/materials, greeting at reception, and escorting professionally.
3. Planning, organizing, and executing corporate events such as conferences, meetings, and other professional gatherings.
4. Developing and managing budgets for each event.
5. Negotiating contracts with suppliers, vendors, and venues.
6. Collaborating with internal stakeholders to ensure events align with the company's objectives and values.
7. Coordinating event logistics including catering, AV equipment, signage, transport, and accommodations.
8. Monitoring timelines, tracking deliverables, troubleshooting issues, and implementing contingency plans.
9. Measuring event success, collecting feedback, and preparing post-event reports.
10. Processing expenses and invoices in accordance with employer policies.
11. Managing meeting and catering bookings, including conference calls and video conferences.
12. Handling couriering documents and mail distribution.
13. Monitoring holidays and absences using tracking spreadsheets for management review.
14. Archiving documents.
Requirements
1. Proven experience of at least 5 years as an Office Manager and event manager.
2. Excellent interpersonal and communication skills in English and German; Swiss German is a plus.
3. Proficiency in MS Office, especially Excel and Outlook.
4. Hands-on experience with office machines such as fax machines and printers.
5. Familiarity with email scheduling tools like Email Scheduler and Boomerang.
6. Excellent time management skills with the ability to multi-task and prioritize.
7. Attention to detail and problem-solving skills.
8. Strong organizational and planning skills in a fast-paced environment.
9. A creative mindset with the ability to suggest improvements.
10. Ability to work in a multicultural, international team of motivated colleagues.
11. Enjoyment of a modern working environment and equipment.
12. At Arrow Resources, we value our people. In addition to a competitive salary, bonus, and benefits, you'll have access to extensive Learning & Development courses and internal mobility opportunities.
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