Office Manager Austria

at  Vizrt

SUMMARY OF POSITION

The main role of the Office Manager is to service the office and make it work smoothly as well as support the leadership team with coordination and administrative tasks. The Office Manager may have a dual role reporting into the site manager in Austria.

REQUIREMENTS

• Proven experience as a back-office assistant, office assistant and executive assistant (2-3 years)
• High integrity, being able to manage confidential information
• Excellent organizational and time management skills
• Analytical abilities, attention to details and aptitude in problem-solving
• Excellent written and verbal communication skills
• Proficiency in MS Office, travel management systems
• Strong phone, email and in-person communication skills
• Desirable: Knowledge of human resources management practices and procedures
• Desirable: Higher education or certifications / degrees in relevant field (i.e. Lehre Bürokauffrau/mann)

RESPONSIBILITIES

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control. Additionally, the office manager is responsible for the travel management and all related functions, like visas, regulations based on health organizations etc. Also monitoring the whereabouts of the travelling colleagues in the respective office is mandatory.

TASKS AND DUTIES

• Organize office, optimize procedures and office space
• Sort and distribute communications in a timely manner
• Schedule and plan corporate meetings and appointments
• Monitor level of supplies and handle shortages
• Design and implement filing systems
• Resolve office-related malfunctions and respond to requests or issues with the landlord
• Maintain trusting relationships with suppliers, customers, and colleagues in a reception desk/function
• Handle incoming calls and in a service-oriented way guide them to the right person
• Help executives with admin related tasks such as coordination of meetings, book appointments, coordinate travel schedules, book hotels etc.
• Organize company events
• Manage 3rd party vendors
• Partner with HR to maintain office policies as necessary
• Support the HR department as necessary
• Support the site manager in preparing and executing the town halls