Office Manager at Visa

Belgrade, Central Serbia, Serbia -

Full Time

Start Date

Immediate

Expiry Date

11 Mar, 26

Salary

0.0

Posted On

11 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Interpersonal Skills, Communication Skills, Microsoft Office, Accounting, Procurement, Project Management, Attention to Detail, Problem Solving, Teamwork, Customer Orientation, Self-Motivation, Diplomacy, Tact, Time Management, Organizational Skills, Analytical Skills

Industry

IT Services and IT Consulting

Description

Company Description Visa is a world leader in payments and technology, with over 259 billion payments transactions flowing safely between consumers, merchants, financial institutions, and government entities in more than 200 countries and territories each year. Our mission is to connect the world through the most innovative, convenient, reliable, and secure payments network, enabling individuals, businesses, and economies to thrive while driven by a common purpose – to uplift everyone, everywhere by being the best way to pay and be paid. Make an impact with a purpose-driven industry leader. Join us today and experience Life at Visa. Job Description Responsibilities: Provide necessary financial, managerial and other types of support for the Office. Provide full administrative and support service to the Director and to the staff (team). Undertake responsibility for ensuring all office related supplies and services are provided and maintained to meet needs of the Office’s staff and in compliance with Visa internal policies and local legislation. Undertake specific projects/activities as requested by the Director. Provide operational support to BD staff as required – to ensure projects are being completed in timely and in comprehensive manner. Principle Responsibilities/Key Results Area: Procurement Support: Procurement execution. Liaison with hub based team as representative for local office. Ensure all office supplies are maintained at the correct levels and be responsible for purchases as agreed with facilities management Local supplier / vendor coordinator Completion of forecasts in quarterly basis, organization of set up process of new vendors, creation of POs, receiving of invoices in the Procurement system. Accounting Support: Internet banking payments input. Monitor and maintain Corporate card users list with the issuing bank. Ensure proper usage of corporate/purchasing cards. Support for payroll and HR Admin docs physical handling for signatures as per requests from hub. Accounting and tax reports filing. Work closely with EY on updates of Office Statutes, JDs, Org Charts and Office Operational Procedures. Archiving and secure storage of confidential documents. Ensure that all office payments (rent, operating costs, connectivity, cleaning, etc.) are paid on time. Business Expenses: Check, arrange authorisation and process all local travel and entertainment claims reimbursing employees in a timely manner. Support in management of the local corporate card programmes for employees of the Office. Office Procedures Support: Set up, implement and maintain new and revised procedures for the Office as and when required, i.e. health and safety, Vendor information, staff information, etc. Physical security management. Facilities – building management liaison for all premises matters. Administration management of floor plans, work station allocations, contact lists and notifications. Office equipment management. Computer and wireless device management. Local mobile service coverage. IP Phone administration management. Provide updates to Facilities team as and when required. Office needs service: printers’ maintenance, stationeries, taxi service. Manage relationship with the maintenance services and office receptionist provider. Courier services management. Administration: Undertake all administration duties for all members of the Office, and visitors as directed, including travel arrangements and itineraries. Meetings, Events and Support: Liaising with Visa’s Regional offices and Hubs and Visa’s Business Development Regional Office Support team to ensure that Visa Client and Visa employee visits are co-ordinated in an effective and timely manner. Support any other special events, meetings and conferences locally. Communications: Communicate effectively with all Visa employees in the Office, Visa’s branches and offices in Kiev and other Visa offices to ensure an awareness of the local requirements and to provide assistance in a timely and effective manner. Business Development Support: Support in operational project work as required – to ensure high quality and timely execution / completion of different business related projects with Clients. Functional support as required. Strategic Nature, Mgmt Accountability, & Scope: Primary focus is execution within defined parameters. Support the Office’s team to ensure successful completion key initiatives. Decision Making & Complexity: Directly support the Office’s staff whether in an office location or not. Brings to attention of the Line Manager / Director issues that require escalation. Solves a range of straightforward problems, analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction. Financial & Organizational Scope: Individual contributor not directly responsible for managing a budget. Reporting Relationships & Interactions: Work cross-functionally and geographically with other department heads and team members, regionally and globally. This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager. Qualifications Higher Education. Perform general administrative / accounting duties. Interpersonal and communication skills (written and verbal) are essential, as the job requires liaising with vendors by email and phone on a daily basis. Competence in Microsoft Office (Word, Excel, PowerPoint, Outlook) and the web. Previous experience of working in an international environment required. Good judgment, diplomacy and tact are essential, with the ability to work with staff at all levels of seniority throughout the organization. Personal effectiveness coupled with a high degree of diplomacy and tact. Ability to work closely with other team members in a small team environment. Ability to work on own initiative. Attention to details is essential. Fluency in English and Serbian. Preferred Experience: The ideal candidate will be analytical and self motivated, adapt at working independently or in a team across all levels on multiple and varied tasks, often under pressure. Intuitive, responsible, problem solver and not afraid to challenge. Ability to multi-task and able to work with minimal supervision. Key Competencies: Teamwork and collaboration – interact effectively and respectfully with others across organization to maximize group effectiveness, achieve optimum performance. Computer Literate – Comfortable with technology and the use of standard office programs and networks. Customer/Client orientation – driven to meet or exceed consumer expectations. Project Management – clearly articulating project scope and objectives, meeting deadlines, time management, contingency planning, approval channels and procedures, budgeting, organization, vendor and client capabilities and tracking and monitoring procedures. Self-directed and motivated. Additional Information Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.

Responsibilities

The Office Manager will provide financial, managerial, and administrative support to the office and its staff, ensuring that all office-related supplies and services are maintained. They will also undertake specific projects as requested by the Director and provide operational support to the Business Development staff.