Office Manager and Regional Administrator

Office Manager and Regional Administrator will be responsible for managing the office in Slovakia in line with client Operational and contractual requirements. In addition the role will provide administrative support to the wider East, South and AME regions as directed by the line manager.

Office Manager - Slovakia

• To handle general reception tasks such welcoming guests, coordination hospitality for site visitor
• Managing meeting room bookings and arrange the interior layout of the meeting rooms, providing flipchart papers, pens and making sure that all stationary and needed equipment is available
• Managing parking places, the entrance access cards, providing guest cards, keeping track of cards in use
• Answer incoming calls, receiving daily post, distributing incoming mail, managing the incoming/outgoing post, newspapers, magazines, letters and packages
• Transport/transfer arrangements for visitors and staff as required, hotel booking for senior management
• Mailing documents and packages via post/couriers in and out of country. Keeping track of shipments.
• Scan, arrange all necessary documents (invoices, supplier letters etc.)
• Ordering newspapers, arranging the newspaper holding stand at the reception, keep the area of the reception orderly
• Continuous stock replacement, control of stock (Coffee, water, milk etc.)
• Ordering fresh fruit delivery and refreshment on client´s demand
• Follow up stationery and kitchen/office supplies usage, reevaluate needs and place orders accordingly
• Supporting the everyday office operation.
• Giving support if maintenance and repair works are needed in office, ordering products and services connected to these and coordinating 3rd party staff at site
• Manage the vendor set up process, PO initiation in CBRE and client platforms, supplier PO communication and PO tracking
• Negotiate with vendors terms of services and identify new opportunities to optimize the FM service delivery
• Creating JV-s and allocating the costs to different cost centers, filling in the accrual templates at the end of the months
• Control of invoices booked in CBRE finance systems (MyBuy/Coupa, SAP) and maintain needed communication with suppliers over invoice processing
• Support HR and finance departments, including archiving documents

Administrative Responsibilities

• Support the successful implementation of portfolio-wide initiatives and programs including: savings program, energy program, HSSE, playbooks, training & development, and succession planning.
• Support the contract governance schedule ensuring all monthly and quarterly reports are presented to a high quality and on time
• Support the overall service and financial performance of CBRE through collaboration with other departments
• Oversee the health, safety, security & environmental aspects of the delivery of facilities management ensuring statutory compliance is maintained at all time
• Ensure adherence to the CBRE site quality management system.
• Ensure that Facilities activities and procedures adhere to applicable laws, policies and best practice guidelines.

Secondary with school-leaving examination
Follow-up/Higher Professional Education

English - Upper intermediate (B2)

• Ability to work autonomously
• Effective communication with the client, customers, and management team.
• Ability to prioritise and solve administration problems providing a variety of options in a range of situations.
• Demonstrates integrity - acts consistently with what he/she says and believes - in line with ethical standards.

Experience /Qualifications

• Administration, office management professional qualification, or equivalent
• Experience in an administration area, office management
• Awareness of workplace health & safety.

Desirable

• Multi lingual in both verbal and writing ability. (English plus local language)
• Able to build presentation content
• Working knowledge of Microsoft Office suiet of tools
• Working knowledge of finance / billing processes

Other Skills and/or Abilities

• Ability to think and act as a key member of the team.
• Excellent customer service skills.
• Computer literate.