Front Office Management

Ensure there is a single point of contact regarding all reception and office matters and action all queries;
Make sure an internal network is built with all colleagues to guarantee observance of all processes and guidelines;
Build a positive rapport with colleagues to be able to take part ownership in a high energy, can-do business atmosphere in the office;
Make sure all processes and tools are in place to:
Welcome visitors;
Distribute and manage incoming and outgoing mail for business, including arranging courier requests;
Finance, HR, Real Estate and IT Support

Manage the Finance Procedure - ex: scanning invoices; reconciling credit card statements, attending to supplier queries; check for irregularities; escalate and solve problems;
Manage formal and informal budgets around office expenses, events, travel, catering, etc.;
Keep track and check service costs charges of the building owner;
Working knowledge of all Finance and IT processes and roles;
Make sure of timely-ordination of facilities for all new starters including desk allocation, PC/laptop, and office access;
Coordinate with the area manager, senior account managers, and Real Estate Team in case of the opening of seasonal offices, refurbishments, or office moves;
Network and establish relations with colleagues and other departments;
Evaluate and discuss improvements with other departments.
Day to Day – Smooth running of office/s

Manage the team by dividing tasks and responsibilities in a transparent and consistent manner that guarantees the best support to the location(s);
Make sure presence and absence is well coordinated to ensure uninterrupted support to the location;
Develop a professional relationship with all team leader and management roles to ensure support is up to the needed level and pro-activity to expected changes is facilitated;
Ensure you play an active part in the global Office Management community by sharing best practices, actively participate in GOM meetings and training, assist in the OM Buddy system, and support the GOM backup schedule;
Manage the entire mail flow of requests, including to dedicated Reception Inbox or personal inboxes;
Decide on vendors, negotiate contracts and price agreements for ordering office supplies and consumables and manage stock control;
Decide on vendors, negotiate contracts and price agreements for printing materials and local promotional items, business cards;
Ensure compliance to the company promotional items guidelines;
Decide on a caterer, negotiate contracts and pricing for the employee lunch solution;
Decide on needs, choose vendors and negotiate contracts for topics like managing office cleaners to ensure canteen and tea points are kept tidy and fully stocked;
Provide ad-hoc admin support such as scanning, laminating, printing and binding;
Ensure your visibility and ownership of building matters (in and around the building) by walking the floor and inspect for health & safety issues, handyman works, printer stations are up to date, general housekeeping standards are in place; time management.