Job: Office Manager

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  • Title Office Manager
    Categories Latest Jobs in Gibraltar
    Salary DOE
    Location Gibraltar
    Job Information

    Office Manager required for a local financial services organisation in Gibraltar, to ensure the smooth running of the office and offices it sub-licenses, including managing supplies, service providers and IT support. Reporting to the Director of Compliance.

    Job Responsibilities:

    General

    • Maintain accurate and up to date process notes
    • Undertake project work as required
    • Work closely with the other team members to provide coordinated service to the business
    • Ensure compliance with company and other relevant standards/ regulations at all times

    Office administration:

    • Organise internal and external meetings including travel arrangements, accommodation, itineraries and catering
    • Review incoming post and emails, and action where necessary
    • Manage incoming calls professionally and take messages
    • Organise internal and client meetings and entertainment events
    • Manage serviced/licensed offices, liaising with clients as required
    • Create and maintain an up-to-date filing system
    • Maintain records for holiday and sick leave
    • Liaise with outsourced IT support provider to ensure office IT runs smoothly and is fit for purpose, managing their performance as required
    • Liaison with website provider to ensure website kept up to date
    • Maintenance of social media presence
    • Oversee the provision of office services and ensure that up to date supplier agreements are in place where necessary. Office services includes (but is not limited to):
    • Postal services (incoming and outgoing)
    • Stationery & office equipment
    • Filing and storage (on and off site)
    • Management of office cleaning
    • Stocking office consumables (for kitchen, toilets etc)
    • Fire & electrical compliance
    • Health & Safety compliance
    • General office maintenance – lighting, air conditioning
    • Manage maintenance contracts
    • Utilities
    • Security – entry system and key code register
    • Liaison with landlord if this is necessary to resolve any of the above
    • Catering requirements
    • T&E requirements including expense submissions

    Job Specific Competencies:

    Key Skills:

    • A meticulous attention to detail, organisational and time management skills
    • Excellent written English
    • Excellent knowledge of Word and Excel
    • Excellent (written/verbal) communication skills
    • Excellent people skills
    • Knowledge of MS PowerPoint & Visio

    Qualifications

    • Minimum 3 ‘A’ levels (C or above), degree preferred

    Experience

    • Experience of office management
    • Experience of managing IT support / comms
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