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Office Manager
2 weeks ago
Role x You:
Responsibilities:
- Maintain overall cleanliness and functionality of the office ensuring everything is in good working condition in a prompt manner, determine and schedule repairs, oversee renovations projects, supervise safety inspections
- Coordinate with the IT department on all office equipment & assets management.
- Point person for maintenance, mailing, shipping, supplies, and errands.
- Direct liaison with Telecoms providers to manage all the requirements for the account.
- Ordering Sims cards for new joiners.
- Direct liaison with CDW to handle all new purchase orders for new equipment and maintenance of current equipment.
- Setting up POs and coordination of ordering equipment, getting equipment repaired/maintained.
- Participate actively in the planning and execution of company events.
- Book venues for global visits and local team activities.
- Monitor and maintain office supplies inventory and review and approve office supply acquisitions.
- Complete basic bookkeeping tasks, track office expenses, and ensure the monthly budget is adhered to.
- To carry out regular Health & Safety checks.
- Responsible for ensuring all invoices are uploaded on time therefore avoiding late payment fees.
- General supervision of the office including liaising with suppliers/contractors to deal with any maintenance issues that arise.
- Ensure that office insurance and security are compliant.
- Ensure best prices and value and review quality vs. agreed service levels and contracts.
- Work closely with colleagues in HR, Finance, IT and Security, on joint initiatives and projects
- Be oncall, as needed, and ensure that there is 24hour emergency coverage for the office at all times
- Manage vendor relationships for third party vendors (kitchen stocking, cleaning, security, plumbing, HVAC, general maintenance, etc)
- Documentation of all repairs and maintenance issues
- Manage ID card process and security access procedures for the office, enforcing regulations set by our Security team
- Coordinate and supervise office seating and moves
- Maintain organization and inventory for our storage spaces (onsite and offsite)
- Onsite lead for all employee support requests internal "client services"
- Create a positive atmosphere of professionalism and support
You have these:
- 34 years experience working in office management/administrative duties
- Ability to interact diplomatically and professionally.
- Strong interpersonal skills and ability to multitask in a fast paced environment
- Excellent verbal and listening communication skills, ideally in Arabic and English.
- Strong organization, prioritization, and followup skills.
- Experience with shipping vendors
- Computer literate
- Contractor and contract management.
- Knowledge of budget management.
We'd love if you also have these:
- Passionate, motivated, confident and enthusiastic
- Proactive and solutionoriented
- Highly organized and resourceful
Working at VICE:
- VICE Guide to VICE
Agencies:
VICE Media Group is not partnering with agencies nor accepts unsolicited resumes and will not be responsible for any fees or expenses related to such unsolicited resumes and/or applicants.
Equal Opportunity Employer:
- purporting to be recruiting on behalf of Vice Media, it is not legitimate_
- ,_
- _
- and you should not engage._
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