Office Manager

at  Cubic Corporation

Business Unit:
Cubic Defense
Company Details:
When you join Cubic, you become part of a company that creates and delivers technology solutions in transportation to make people’s lives easier by simplifying their daily journeys, and defense capabilities to help promote mission success and safety for those who serve their nation. Led by our talented teams around the world, Cubic is committed to solving global issues through innovation and service to our customers and partners.
We have a top-tier portfolio of businesses, including Cubic Transportation Systems (CTS) and Cubic Defense (CD). Explore more on Cubic.com.
Job Details:
Job Title: Manager Office SGP Date: July 2019
Job Summary:
This role is responsible for providing administrative support to the Leadership Team and management of administrative staff. The role will perform a variety of administrative duties at all levels of complexity requiring a thorough knowledge and understanding of an Organisation’s functions, policies, systems, procedures and objectives. Demonstrates independent judgment, discretion and tact in performance of duties. This role is not a hybrid work role and requires onsite (office) presence five days a week (Monday to Friday).

Essential Job Duties and Responsibilities:

• Provide administrative support to the Leadership Team
• Manage and maintain the Leadership Team’s schedules and appointments
• Act as the first point of contact for the Leadership Team
• Manage and mentor direct reports
• General workplace administrative support duties such as photocopying, binding, postal services and room booking.
• Implement, monitor and review office procedures and office facilities including telephones, air- conditioning etc.
• Responsible for arranging cost efficient travel for the CTECH teams utilizing the company designated travel company
• The role also includes logistics and stores administration including (but not restricted to) shipping, Workplace Safety and Health (WSH) procedures, inventory administration and dealing with sub- contractors such as builders, cleaners and caterers.
• Manage post, organise couriers and facilitate shipping when needed:
• Raise all the export documentation for outgoing shipments worldwide and supply correct information to all parties as required
• Arrange carriers as required for both domestic and export shipments
• Arrange specialized (certified wooden) packaging where required
• Export control - Overview and manage adherence to policies and licence applications, control of issued licences and interface with Chamber of Commerce
• Co-ordination with Cubic Corporate for all marketing material
• Oversee the management of site visitors in accordance with Cubic’s Corporate Security practices
• Assist in the management of office communications
• Oversee the maintenance of the Team Sharepoint sites
• Events:
• Assist with set-up for internal events and print relevant supporting documents
• Assisting with other related matters as instructed by management
• Provide occasional ad hoc support to other employees and assist with queries from consultants
• Manage office administration budget providing value for money whilst facilitating business continuity
• Purchase and maintain office supplies and equipment as appropriate
• Comply with Cubic Occupational Health, Safety and Environment policies and procedures, including:
• Responsibilities for matters of WSH for the building
• Collating risk assessments for delivery teams
• Comply with security in accordance with established policies and procedures of the organization
• Workplace injury incident reporting
• Liaise with the Cubic and external IT/communications providers to ensure that all requests/issues are dealt with promptly and correctly
• Carry-out programmed and ad-hoc stock takes
• Travel and work offsite and at other Cubic sites as and when required
• Provide support in ensuring a safe working environment for staff and customers, general safety, maintain fire safety systems, storage of hazardous materials, and hygiene (catering and housekeeping where applicable) through sub-contractors.
• Comply with Cubic’s values and adherence to all company policy and procedures. In particular, comply with the code of conduct, quality, security and occupational health, safety and environmental policies and procedures.
• Create Purchase Requestions in SAP. Enter order details (e.g. vendors, quantities, prices) into internal databases.
• Maintain updated records of purchased products, delivery information and invoices.
• Prepare reports on purchases, including cost analyses if needed.
• In addition to the duties and responsibilities listed, the job holder is required to perform other duties.

Minimum Job Requirements:
Skills knowledge and experience:

Essential:

• Previous experience gained in working in an administrative environment
• Proven line management experience
• SAP literate and experienced
• Strong IT skills in particular the MS Office package including Outlook, Word, Excel
• Confident telephone manner with good verbal and written communication skills
• Experience of goods receiving, dispatching, and non-conformance procedures
• Knowledge and experience of health and safety

Desirable:

• Previous experience of managing sub-contractors
• Working knowledge of logistic procedures
• Previous experience in liaising with shared services e.g. invoicing follow-up
• Full driving license

Qualifications

Essential:

• GCE ‘A’ Levels or Diploma in any related disciplines.

Personal Qualities

• Accurate with an eye for detail and established organisational skills
• Reliable, with the ability to work on own initiative and without supervision
• Ability to build good working relationships and work as part of a team
• Flexible approach to work and a willingness to help others in and out the office
• Excellent time management skills with ability to prioritise and organize own workload
• Ability to work in a fast-paced high pressure environment
• Ability to work with all levels of the business
• Trustworthy, reliable and flexible
• Punctual and presentable
• Adaptable and able to learn new tasks
• Good numerical skills

The description provided above is not intended to be an exhaustive list of all job duties, responsibilities and requirements. Duties, responsibilities and requirements may change over time and according to business need.
Worker Type:
Employe

• Provide administrative support to the Leadership Team
• Manage and maintain the Leadership Team’s schedules and appointments
• Act as the first point of contact for the Leadership Team
• Manage and mentor direct reports
• General workplace administrative support duties such as photocopying, binding, postal services and room booking.
• Implement, monitor and review office procedures and office facilities including telephones, air- conditioning etc.
• Responsible for arranging cost efficient travel for the CTECH teams utilizing the company designated travel company
• The role also includes logistics and stores administration including (but not restricted to) shipping, Workplace Safety and Health (WSH) procedures, inventory administration and dealing with sub- contractors such as builders, cleaners and caterers.
• Manage post, organise couriers and facilitate shipping when needed:
• Raise all the export documentation for outgoing shipments worldwide and supply correct information to all parties as required
• Arrange carriers as required for both domestic and export shipments
• Arrange specialized (certified wooden) packaging where required
• Export control - Overview and manage adherence to policies and licence applications, control of issued licences and interface with Chamber of Commerce
• Co-ordination with Cubic Corporate for all marketing material
• Oversee the management of site visitors in accordance with Cubic’s Corporate Security practices
• Assist in the management of office communications
• Oversee the maintenance of the Team Sharepoint sites
• Events:
• Assist with set-up for internal events and print relevant supporting documents
• Assisting with other related matters as instructed by management
• Provide occasional ad hoc support to other employees and assist with queries from consultants
• Manage office administration budget providing value for money whilst facilitating business continuity
• Purchase and maintain office supplies and equipment as appropriate
• Comply with Cubic Occupational Health, Safety and Environment policies and procedures, including:
• Responsibilities for matters of WSH for the building
• Collating risk assessments for delivery teams
• Comply with security in accordance with established policies and procedures of the organization
• Workplace injury incident reporting
• Liaise with the Cubic and external IT/communications providers to ensure that all requests/issues are dealt with promptly and correctly
• Carry-out programmed and ad-hoc stock takes
• Travel and work offsite and at other Cubic sites as and when required
• Provide support in ensuring a safe working environment for staff and customers, general safety, maintain fire safety systems, storage of hazardous materials, and hygiene (catering and housekeeping where applicable) through sub-contractors.
• Comply with Cubic’s values and adherence to all company policy and procedures. In particular, comply with the code of conduct, quality, security and occupational health, safety and environmental policies and procedures.
• Create Purchase Requestions in SAP. Enter order details (e.g. vendors, quantities, prices) into internal databases.
• Maintain updated records of purchased products, delivery information and invoices.
• Prepare reports on purchases, including cost analyses if needed.
• In addition to the duties and responsibilities listed, the job holder is required to perform other duties