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About the Role
This Office Manager role is responsible for all administration tasks to ensure a well-functioning office. You will provide direct support to the Managing Director and serve as the primary contact for facility management, general office operations, and guest hosting. Collaborating with the Managing Director and local Management Team, you will play a key part in modernizing the workplace and office culture.
Responsibilities
- Arrange flights, taxis, and hotels for the Managing Director, visitors, and guests.
- Serve as the administrative contact for the travel agency.
- Prepare guarantee letters for visa applications for local travelers.
- Prepare invitation letters for travelers from other offices to Schengen.
- Book and rebook flights for local staff.
- Liaise with travel agents and hotels.
- Act as an admin user for Concur Travel Expense Reporting and review all travel expense reports for new incoming TAs.
- Order office stationery, kitchen supplies, paper, business cards, letterhead, and first aid materials.
- Liaise with external parties related to the office, such as window cleaners and cleaning companies.
- Check and approve related invoices in ES.
- Report malfunctions or problems to the landlord or administration.
- Serve as the point of contact for the landlord and their representatives.
- Ensure office access when and where needed.
- Maintain the office key logbook, parking space administration, and remote access control units.
- Book meeting rooms, welcome visitors, and prepare meeting rooms for client meetings.
- Reserve parking lots for visitors.
- Pick up and distribute incoming mail.
- Handle outgoing mail (excluding ship-related mail).
- Maintain filing of all business-related documents, including contracts, certificates, leases, and facilities.
- Manage internal communication on behalf of the Managing Director.
- Prepare reports or presentations.
- Organize events, customer gifts, Christmas cards, and hampers.
- Align with Marketing and other departments on Group initiatives.
- Actively co-create a modern working environment and company culture with the MD and local MT.
- Coordinate with ASD, SVG, and BG on all legally mandatory safety and health subjects.
- Arrange necessary regular meetings and trainings, in cooperation with QSHE where applicable.
- Maintain records and office signs/plans.
- Act as a delegate of the personally liable MD for company car administration.
- Inquire about car offers, maintain and file contracts, arrange fuel cards, and follow up on insurance cases.
- Serve as the central contact for new and existing insurances.
- Conduct bi-annual checks of valid driver's licenses for company car holders.
- Ensure relevant and mandatory trainings for drivers.
- Align with HR Payroll for necessary data exchange.
Requirements
- Professional bachelor's degree or equivalent through experience (e.g., Hotel background).
- Open to learning.
- Proficient in MS Office.
- Fluent in English, both written and spoken.
- Easy learner in software packages.
- Cultural sensitivity and adaptability to organizational changes.
- Openness to modern leadership.
- Drive to improve working processes.
- Talent for organizing teams, events, and projects.
- Service mindset.
Skills
- MS Office
- English fluency (written and spoken)
- Software package learning
- Cultural sensitivity
- Adaptability
- Modern leadership openness
- Process improvement drive
- Organizational talent (teams, events, projects)
- Service mindset
Location
- Remote
Work Type
- Full-time
Experience Level
- Not specified
Education Level
- Professional bachelor or equivalent through experience
Benefits
- Competitive compensation and benefits package
- Development and mentorship
- Culture of professional excellence, employee care, well-being, and fun
About the Company
- We aim to provide a dynamic, inclusive, and rewarding work environment where your ideas are valued, your professional growth is nurtured, and you can contribute to shaping the future of the maritime industry and keeping the world connected.
- This is a unique opportunity to work with a global company with a family feel, recognized as a leader in ship management.