Office Manager

1. Management Team Assistance

• Providing organization and control of the team to ensure proper balance of tasks and responsibilities among the team members and steady and consistent support to their stakeholders
• Providing leadership, guidance and supervision and development of the team to ensure efficient support to the VLOG Management Team in terms of document management, correspondence, calendar support, phone coverage, organizing meetings and events, travel and accommodation arrangement, clerical tasks (documentation filing, copying, scanning, retention and disposal), basic management reporting, expense reporting and initiation of shopping cart requests, etc.
• Supporting the members of the Management Team with their secretarial, administrative, organizational and travelling issues directly or indirectly through the team
• Organizing internal and external events
• Coordination and executions of elements of the onboarding program for new employees

1. Office and Facility Management

• Ensuring long-term office lease strategy is followed and executed. Ensuring adequate storage for any excess office furniture and equipment
• Maintaining and continuously enhancing and improving local office-related processes, policies and procedures
• Organizing the office layout, maintaining the office condition and arranging necessary replenishments and repairs
• Relationship management (contract management, service level monitoring and escalation, etc.) with various service providers (catering, cleaning, security, front desk reception) and suppliers (equipment, furniture, utilities consumables,) related to the successful function of the office
• Administering, monitoring and control of all office and administrative costs
• Initiating, contributing and supporting (improvement) projects and initiatives
• Ensuring adequate level of office supplies for the departments, in a cost-effective manner
• Coordination with of the tenant association, as well as with the (external) reception desks of the building
• Ensuring compliance with health and safety regulations, including appropriate licensing where needed
• Support Environment, Health and Safety initiatives and activities
• Mail and confidential documentation handling, retention and disposal

Requirements

• Bachelor’s degree
• 5 years’ working experience as Office Manager in an international environment
• Experience in managing secretarial teams
• Good understanding of the business processes and requirements
• Good knowledge of Dutch and English spoken and written
• Good knowledge of MS Office, Outlook, MS project management and Vision
• High level of integrity
• Proactive and independent, stress-resistant and honest, positive mindset
• The ability to prioritize tasks and handle various tasks as once
• Customer focus (internal & external)
• People leader