Office Manager

Job description

Hired by a partner of Microsoft in service of Microsoft

Job Purpose Office Manager is a key resource to proper IFM and administrative functioning of each sub location, insures that all policies and procedures have been respected as prescribed by Real Estate policies, Global Security and local Finance and HR functions as well as to provide invaluable support to GM in everyday office functioning. This position is responsible to enforce internal procedures and communication, drive the implementation of the Corporate policies, manage Reception, Vendors, provide high level of administrative support to GM and support to the business and the employees on site. In addition, the position is directly responsible for managing the IFM/ Infrastructure/Office Budget and implementing and supporting the cost controlling activities. Office Manager is accountable for driving the “healthy” internal climate ensuring the productive and creative working conditions and environment.  

Key Responsibilities Policies & Procedures Make sure Microsoft (Corporate, regional and local) policies and procedures are well communicated, understood and respected by Microsoft employees. Work closely with respective IFM, F&A and HR in defining/updating internal Procedures & Guidelines in respect to the Corporate requirements and business needs. Coordinating emergency preparedness plans in cooperation with HR, and 1:1 briefing with every new hire.   Procurement Person Responsible for maintaining and supporting local vendor and third parties services in line with MS procurement policies and procedures (vendor master file management). Ensure that all vendors are covered with contracts and provide services in line with agreed terms and conditions Cash payment Responsible for maintaining petty cash, ensuring that all payments are supported with relevant receipts/invoices.   IFM/Infrastructure/Office Budget Take responsibility for the overall IFM/Infrastructure/Office Budget. Work closely with IFM and Finance Manager in respect to budgetary issues, cost cutting, monitoring and control. Responsible for POs creations and control. Office Vendors Perform office vendor consolidation in respect to business and operational requirements. Interacting with and maintaining vendor relations and ensure quality standards are provided. Supervising services at the Reception, cleaning, handyman services and delivering of all office suppliers. Office Facilities Work closely with Facility Management Team APM, REPM, General Manager, Finance Manager and HR Manager to make sure office premises are fully functional and in line with Microsoft employee needs.   Space planning, developing seating charts, organizing common areas and adjusting lay out as needed (update in MS Space) Security/Health& Safety /Internal Communication Act as Primary contact for the Corporate Security / Internal Communication. Apply instructions/guidelines and distribute information as necessary. Regular communication with Occupational Health Service company Assistant Assisting GM and the team in travel related arrangements (plane tickets, hotel reservations, visas, etc.). Hardware / Office equipment Ensures new hires are provided with appropriate PC and accessories, mobile phones. Works closely with local IT in supporting the smooth functioning of the office and employee needs, and ensures adherence to Corporate guidelines and standards. HR support Support HR in establishing procedures and making sure that every new hire is being taken care of in respect to legal requirements and Corporate standards. This includes employment employee data maintenance with insurance companies and car/mobile phone vendors. Mange local MS Inventory Tool * Management of Inventory tool / SIMS/

Key Contacts This position has frequent internal and external contacts. Contacts include, but are not limited to:   * Subsidiary and Region: FM APM, REPMs, Country managers, HR, F&A, Accounting, , Security, Internal Communication, IT, LCA. * External: vendors (Landlords, Lawyers, Subcontractors, Travel Agency, etc,) This position will also have direct contact with external customers or partners.  

Reporting line Regular reports to: * Microsoft local business (HR, F&A, Country Manager) * Microsoft IFM APM/REPM * C&W Portfolio Manager

Candidate Profile

Desired profile

Qualifications

Area Qualification Description of What’s Needed

Experience

3 – 5 years of related experience                

Education

Bachelor’s Degree (B.S./B.A.)                      

Knowledge, Skills, and Abilities * Time management * Excellent organizational skills * Customer focus * Self discipline