Office Manager

Office Manager

Amsterdam - Office based

As office manager based in Amsterdam, you will be the ‘heart and soul’ of the team, responsible for ensuring that everything runs smoothly and your colleagues have everything they need to succeed. Working closely with the Country Manager and the HR team, this is a varied and interesting position that requires someone with a flexible, proactive and supportive approach.

Cultural fit is hugely important as you will be interacting with the team daily, therefore we are looking for someone who is hard-working and can put forward ideas by observing what is working well and what is not.

In this role, you will report directly to the Head of Global Business Services and your main stakeholder
will be the Country Manager/ Head of Sales

Position

In this role you will provide a focal point for our front-of-house and office operations, ensuring the provision of a world-class office experience for our people and guests. You will deliver outstanding assistance to Ebury's employees and visitors on a daily basis.

Responsibilities

Offices, Assets and Facilities management:

• Lead employee experience & deliver a first-class workplace experience for our employees, both office- and home-based workers if any in the future, and for guests of our offices
• Responsible for the effective running of facilities contract services including; building maintenance, purchasing, post room, security, cleaning, waste management, stationery, plants, coffee machine, pest control, environmental and building consultancy services
• Responsible for the planned and ad hoc/reactive maintenance and upkeep of the premises and equipment including the required safety checks, liaising with contractors as required
• General office management duties including meeting room management and conference call facilitation, hot desk administration, supplies and stock management of office supplies, business card administration, company merchandise, monthly office social events, courier bookings etc
• Ensure operational and services standardisation is aligned with the global facilities manager and with local Ebury representatives in the Country
• Real Estate responsibility and landlord relationship management
• Assist with the inventory record keeping and basic maintenance (in collaboration with central IT) of all computer assets
• Ongoing monitoring and control of the pool, leased, rented or owned by the Company Cars,
• Space and planning management, lead Moves and project coordination
• Negotiate with suppliers and budget management. Led services bid process
• Accountable for assigned events to be held in the Offices as an Offsite or Bootcamp, Summer and Christmas Dinner.
• Led the primary inbound communication channels and correspondence including phone calls, mailboxes and physical packages delivered to the office
• Conduct satisfaction surveys and create action plans/site improvement plans

Health & Safety

• Lead the duty of care, and health and safety programs with comprehensive policies and practices for the offices- and home-based workers.
• Responsible for delivering full H&S compliance according to local regulations
• Organise all relevant Health & Safety staff training as necessary
• IOSH certification

Travel

• Provide support booking for Senior Management Staff of Ebury,
• Support the Travel team with some administrative tasks and supervision of our global travel business partner

Skills, experience & knowledge

• Demonstrable experience in multi-site/office administration in a corporate environment including meeting services, events and purchasing, company cars management and other office equipment in a mid-size organisation
• Facilities health and safety experience. IOSH certification is not required but desired
• Hospitality experience is a plus
• Excellent interpersonal skills with proven ability to work collaboratively. Able to find pragmatic solutions and adapt to changing situations
• Strong oral and written English skills
• Excellent organisational and time management skills
• Friendly individual able to take initiative
• Good at multitasking with the ability to remain calm and focused under pressure
• Able to work in a fast-paced environment and meet deadlines when needed
•  Analytical skills
•  Bachelor in Business Administration, Tourism and Hospitality management is a plus