Office Manager

4 years experience in insurance industry or financial industry ONLY

Schedule meetings and appointments

Organize the office layout and order stationery and equipment

Maintain the office condition and arrange necessary repairs

Partner with HR to update and maintain office policies as necessary

Organize office operations and procedures

Coordinate with IT department on all office equipment

Ensure that all items are invoiced and paid on time

Manage contract and price negotiations with office vendors, service providers and office lease

Manage office G&A budget, ensure accurate and timely reporting

Provide general support to visitors

Assist in the onboarding process for new hires

Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

Liaise with facility management vendors, including cleaning, catering and security services

Plan in-house or off-site activities, like parties, celebrations and conferences

Skills

Proven experience as an Office Manager, Front Office Manager or Administrative Assistant

Knowledge of Office Administrator responsibilities, systems and procedures

Proficiency in MS Office (MS Excel and MS Outlook, in particular)

Hands on experience with office machines (e.g. fax machines and printers)

Familiarity with email scheduling tools, like Email Scheduler and Boomerang

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills in a fast-paced environment

A creative mind with an ability to suggest improvements

High School degree; additional qualification as an Administrative assistant or Secretary will be a plus