JOB DESCRIPTION
Job
title:
Office Manager
Reporting
to:
ManagingDirector/Finance Director
Job summary:
Maintains the administrative part of the office work.
Facilitates Managing Director with his schedules and Finance
department with office supplier
management
Main Responsibilities:
Office reception
- Meets visitors at the reception
- Takes all incoming calls, forwards them to a respective
employee
- Receives all incoming mail (fax, e-mail, parcels) and send it
to a respective employee
- Ensures all outgoing mail is delivered timely and properly
(controls couriers, postage companies)
Office administration
·
Scheduling meetings, arranging business trips for employees and
visitors
·
Providing general administrative support to employees
·
Coordinates taxi /courier services, ensures reporting are correct
and reflect actual orders
Office supplier’s management
- Ensures that all office needs are covered by sufficient stock
of materials
- Organizes selection of preferred suppliers for all office needs
including Furniture, Information systems, stationery, toiletries
and kitchenware
- Ensures invoicing is done base on Management approved scope,
and invoiced are approved before passing to Account payable
- Ensures deliveries are done as per approved deadlines and
timings stated in invoices/
contracts
- Procedures
- Ensures compliance with Grey/WPP Policies, as well as Grey
Worldwide Ukraine Internal Procedures and Rules, permanently and
without exceptions.
Technical skills:
- MS Office (Excel, Word, PowerPoint)
- MS Outlook, Internet
- Language skills: Russian/Ukrainian - Native; English -
Fluent
Personal profile
- Self-Organized, Excellent communication skills,
Flexibility
- Ability and strive to learn, Proactive
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