Office Manager

Office Manager Job Responsibilities:

• Supports company operations by maintaining office systems and
supervising staff.
• Maintains office services by organizing office operations and
procedures, preparing payroll, controlling correspondence, designing
filing systems, reviewing and approving supply requisitions, and
assigning and monitoring clerical functions.
• Provides historical reference by defining procedures for retention,
protection, retrieval, transfer, and disposal of records.
• Maintains office efficiency by planning and implementing office
systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards
and procedures, measuring results against standards, and making
necessary adjustments.
• Completes operational requirements by scheduling and assigning
• Contributes to team effort by accomplishing related results as
needed.
• Support finance, bookkeeping, invoicing
• Supplier management
• Organising meetingd, events and vistis
• Travel organsisation
• Quality and related (ISO, TISAX, DPO, OHS..
• Reception (phone…)
• Hosting visitors
• Marketing
• Branding
• Support for Sales Backoffice
• Fleet management

Confiden'ality level : Internal

• Company administration
• ordering stationery and IT equipment
• dealing with correspondence, complaints and queries
• preparing letters, presentations and reports
• processing invoices and managing office budgets
• implementing and maintaining procedures/office administrative
systems
• ensuring that health and safety policies are up to date
• acting as a first point of contact for callers, dealing with emails and
phone calls by responding, passing on messages or highlighting
them for their manager’s attention
• managing diaries and organising meetings and appointments, often
controlling access to the manager/executive
• reminding the manager/executive of important tasks and deadlines
• typing, compiling and preparing reports, presentations and
correspondence
• managing databases and filing systems
• implementing and maintaining procedures/administrative systems
• liaising with staff, suppliers and clients
• attending meetings with senior management
• assisting the organisation's HR and finance functions by keeping
personnel records up to date, arranging interviews and updating
financial documents.

Education, Experience, and Licensing Requirements:

• High school diploma, GED, or equivalent
• Two to three years’ experience in an office setting manager
• Proficient with office software

Key skills for office managers

• Reliability and discretion
• Excellent communication, negotiation and relationship-building skills

Confiden'ality level : Internal

• IT skills
• Problem solving skills
• Initiative
• Leadership and the ability to ‘make things happen’
• Budgeting skills
• Attention to detail
• Excellent oral and written communication skills in German and
  English
• Organisational skills and the ability to multitask
• The ability to be proactive and take the initiative
• Flexibility and adaptability
• Tact and diplomacy
• A knowledge of standard software packages and the ability to learn
   company-specific software if required.
• experience in an administrative role
• knowledge of administrative software packages
• good interpersonal and time management skills
• basic accounting skills