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Office Manager

3 weeks ago

Budapest, Budapest, Czech Republic Publicis Groupe Hungary Full time
  • 1-2 years of experience as an Office Manager or in a similar administrative role.
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Fluency in the English language.
  • Proficiency in MS Office and office management software (e.g., Microsoft Teams, Slack, Trello).
  • Knowledge of basic financial and accounting principles.
  • Exceptional problem-solving and decision-making skills

Due to our explosive growth, our Community&Workplace team is actively looking for an ambitious new Office Manager (junior role) to join our team.

Key Responsibilities:

Office Administration:

  • Manage daily office operations, including mail and package handling, supplies inventory, panrty orders, and vendor relations.
  • Covering reception
  • Ensure a clean, organized, and well-maintained office environment, ensuring cost efficiency and cost optimization of office expenditures.
  • Oversee office equipment and coordinate repairs or maintenance as needed.
  • Manage relationships and contracts with office vendors and service providers.
  • Coordinate with the IT department on all office equipment.
  • Maintain a safe and secure working environment, ensuring compliance with Health & Safety and Fire Safety policies and measures.
  • Supervise facilities staff (cleaning, custodians, technicians, groundskeepers, etc.) and external contractors.
  • Control activities like parking space allocation.
  • Deal with emergencies as they arise.

Scheduling and Communication:

  • Coordinate meetings, appointments, and conference room bookings.
  • Maintain office calendars and communicate important information to team members.
  • Handle internal and external communications effectively.

Team Support:

  • Provide administrative support to various teams within the agency.
  • Assist in onboarding new employees.
  • Collaborate with HR to manage employee records and administrative tasks.
  • Partner with HR & Operations team to maintain office policies as necessary.
  • Business Travel Coordination
    • Manage planning and booking of business travel for employees, ensuring cost-effectiveness and alignment with company policies.
    • Maintain travel records and provide support for expense reporting and reimbursement processes.
    • Serve as the primary point of contact for travel-related inquiries and troubleshooting.

Financial Administration:

  • Process invoices, expenses, and other financial documents.
  • Manage vendor registration and purchase orders in the financial system.
  • Work with the finance department to manage office budget and expenses.

Event Planning:

  • Assist in planning and coordinating internal and client events or meetings.
  • Manage logistics, catering, and event materials as necessary.
,[Manage daily office operations, including mail and package handling, supplies inventory, panrty orders, and vendor relations., Covering reception, Ensure a clean, organized, and well-maintained office environment, ensuring cost efficiency and cost optimization of office expenditures., Oversee office equipment and coordinate repairs or maintenance as needed., Manage relationships and contracts with office vendors and service providers., Coordinate with the IT department on all office equipment., Maintain a safe and secure working environment, ensuring compliance with Health & Safety and Fire Safety policies and measures., Supervise facilities staff (cleaning, custodians, technicians, groundskeepers, etc.) and external contractors., Control activities like parking space allocation., Deal with emergencies as they arise.] Requirements: Administration, Microsoft Office, Multitasking Additionally: Training budget, Flat structure, Small teams, Free coffee, Bike parking, Playroom, Free snacks, Shower, Mobile phone, In-house trainings, Modern office, No dress code, Céges rendezvények.