Office Manager

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Job Description:

We are looking for an Office Manager to coordinate the General Services at our Geneva Headquarter and occasionally support the Head of General Services with strategic projects.

Your primary focus will be to create a pleasant work environment for your colleagues, while managing relationships with stakeholders and leading both internal teams and external service providers.

As the Office Manager, you will play a key role in ensuring the smooth functioning and development of the office. Responsibilities include overseeing administrative and technical staff, managing office supplies and facilities, coordinating office procedures, handling financial reporting, and assisting the Global Head of General Services with local or international projects.

Additionally, the role requires occasional travel, approximately 3 trips per year, each lasting 2-3 days.

The ideal candidate will be organized, proactive, and capable of efficiently handling multiple tasks, and has experience in budget management, relationship building with stakeholders, and leading both direct reports and external service providers.

Main Responsibilities

Office Management Responsibilities:

• Directly coordinate both internal team members and partner companies providing outsourced services.

• Oversee administrative and technical staff, ensuring their tasks are aligned with organizational goals.

• Develop and manage budgets for both the internal team and external service providers, ensuring effective resource allocation and cost efficiency.

• Manage relationships and contracts with external service providers, including cleaning, security, and supply vendors.

• Ensure the smooth operation of office facilities, including maintenance and supplies.

• Coordinate office procedures to enhance efficiency and productivity.

• Coordinate and ensure compliance with workplace ergonomics and safety standards to uphold a safe working environment.

• Oversee office security/Safety protocols and facilitate interaction with OCIRT (Office of Critical Infrastructure and Resilience Team) to enhance office resilience and safety measures.

• Develop and implement office policies and procedures to improve operational effectiveness.

• Act as a point of contact for internal and external stakeholders, addressing their needs and maintaining strong relationships.

Project Management Responsibilities:

• Assist the Global Head of General Services with local and international projects, including office fit-outs and relocations.

• Provide backup support for the Global Head of General Services on various initiatives.

• Coordinate and oversee office-related projects aimed at improving operational efficiency and the work environment.

• Support cross-functional projects and initiatives as needed.

• Implement and manage new office processes and systems.

• Manage project timelines, deliverables, and stakeholder communication to ensure successful project completion.

Profile

• Bachelor’s degree in Business Administration, Management, or a related field is preferred.

• Minimum of 5 years of experience in Facility Management or Real Estate Project Management.

• Proven track record in overseeing large-scale office operations.

• Willingness to travel occasionally, approximately 3 trips per year, each lasting 2-3 days

• Strong organizational and time management skills.

• Excellent verbal and written communication abilities in French and English.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to handle sensitive information with confidentiality.

• Strong problem-solving skills and extreme attention to detail.

• Ability to work independently and as part of a team.

• Demonstrated experience in office and project management.

• Understanding of office administration responsibilities, systems, and procedures.

• Ability to create and monitor budgets.

• Multitasking, agility and resilience.

If you think the open position you see is right for you, we encourage you to apply!

Our people make all the difference in our success.