Office manager

Responsibilities

1. Prepare and organize RFPs regarding office maintenance, supplies and service providers
2. Oversee office maintenance, supplies, and relationships with service providers (cleaning, security, catering, etc.)
3. Manage office logistics, including workstation setups, space organization, and furniture procurement
4. Ensure compliance with health and safety regulations (ex: first aid & fire extinguisher trainings) and coordinate necessary workplace improvements.
5. Responsible for the safety / evacuation plan
6. Responsible for site access management (badge and remote openings)
7. Contribute to the DUERP redaction
8. Act as a point of contact for building management and external facility service providers.
9. Ensure that the office remains a functional, comfortable, and welcoming workspace.
10. Implement and manage initiatives to improve the office atmosphere, including ergonomics, well-being programs, and sustainability efforts.
11. Organize company events, team-building activities, and office celebrations.
12. Act as the key contact for employees regarding office-related needs, ensuring a positive and efficient work environment.

IT Coordination & Management

1. Monitor internal IT needs and manage employee requests
2. Act as a liaison between IT service providers and the company to ensure smooth system operations
3. Coordinate IT equipment purchases and renewals

Legal Department Support

1. Organize legal meetings and committees, ensuring document management, final documentation signatures, and archiving

HR Support & Onboarding

1. Assist in the process of employee onboarding and offboarding
2. Organize onboarding sessions and introduce new hires to teams and internal processes
3. Organize workstations, IT equipment, badges
4. Organize and track internal training sessions (registration, logistics, evaluations)
5. Contribute to internal communication and employee well-being initiatives
6. Contribute to manage HR-related administrative tasks (schedules, leave tracking, documentation) to ensure a presence in all departments

Reporting Line

1. Reports directly to the Chief Finance Officer
2. Works closely with the Finance, Legal and HR Departments

Qualifications

1. Minimum 3 years of experience in office management, executive assistance, or team coordination
2. Strong organizational skills, ability to prioritize tasks, and maintain discretion
3. Excellent interpersonal skills and ability to collaborate across departments
4. Proficiency in office software and an interest in IT systems.
5. Basic knowledge of corporate law, HR management, and/or facility management is a plus