Office Manager OMODA & JAECOO

Náplň práce, právomoci a zodpovednosti:

Ensuring the smooth operation of the office and fostering a work environment that enables employees to perform their duties effectively.

Daily and Weekly Tasks:

• Administrative Management: Restocking printer supplies, arranging courier services, scheduling meetings in calendars, organizing offsite meetings (including restaurant reservations).
• Office Maintenance: Ensuring cleanliness and functionality of office spaces, maintaining the kitchen area, watering plants, and ordering refreshments (coffee, tea) and office supplies as needed.
• Team Support: Assisting with document translations, preparing presentations, researching suitable venues for meetings, and coordinating dealer events. Providing support to the team in managing administrative workloads, including ad hoc tasks.
• External Communication: Liaising with external partners, such as coordinating with the phone operator for managing service plans and tariffs, onboarding new vendors into the system, and handling invoicing.
• Managing COC lists and assisting with the preparation of contracts and amendments.
• Daily communication with the accounting department and dealers, including resolving credit note issues and ensuring timely payments.

Monthly Tasks:

• Human Resources: Monitoring attendance, sick leave, and vacations, preparing and sending reports to the headquarters, arranging birthday gifts and organizing team-building activities.
• Financial Oversight: Managing office income and expenses, tracking budgets, and handling credit notes in collaboration with the accounting department.
• Travel Administration: Booking accommodations, arranging insurance, and processing business expenses for employees traveling abroad, as well as reconciling business credit card expenses.

Annual Tasks:

• Budget and Forecast Planning: Preparing and managing the annual office budget, analyzing income and expenses, tracking costs, and evaluating financial plans for the upcoming year.
• Long-Term Planning: Ensuring effective use of financial resources and collaborating with headquarters on cost optimization initiatives.

Požiadavky na zamestnanca:

• Strong organizational and planning skills to efficiently manage multiple tasks.
• Excellent communication skills and ability to collaborate with internal teams and external partners.
• Proven experience in administrative management, budgeting, and office operations.
• Proficiency in systems for data entry, invoicing, and coordination with headquarters.
• Proactive problem-solving mindset and multitasking abilities in a fast-paced environment.