Office Manager (Maternity cover)

Job Description

Summary:

The Office Manager (maternity cover until August 2020) is based in London and is responsible for the overall execution and effectiveness of office services across multiple countries and locations in Europe. This role is an individual contributor and will be working under the guidance of a remote leader. He/she must be flexible, customer service oriented, adept at building partnerships across multiple functions, able to work in a fast-paced workplace, and capable of making value-add decisions that have positive outcomes for the team and the business.

Additionally, the Office Manager will directly support the Head of EMEA as a Personal Assistant.

Essential Duties and Responsibilities:

For all Europe office locations:

• Liaises with external vendors for any office/facilities requirements (such as hotels, catering, etc.) and is the primary point of contact with building management.
• Manage office security systems and access cards
• Liaises with the country leaders regularly on requests to enhance the overall employee experience.
• Manages orders and coordinates the delivery of catering on a daily/weekly basis and stocking the kitchen.
• Monitor and maintain office supply inventory.
• Track office expenses, submit invoices to accounts payable and validates charges as needed. Monitor expense that may have been submitted by local personnel that fall under Facilities costs which is inclusive of shipping, supplies, food and snacks, etc.
• Coordinate the budget and event planning for the Culture Team activities.
• Manages a maintenance and upkeep schedule for offices including deep cleaning, painting and other service items.
• Execute on a consistent office look and feel for offices in Europe.

For the Rubicon Project office in London:

• Responsible for greeting and providing for corporate guests, clients and visitors.
• Distributing mail and packages.
• Arrange travel and accommodation for staff members (as-needed), candidates and clients (booking flights and hotels globally).
• Diary management for meeting spaces, conference rooms and leadership meetings.
• Plan and/or support internal and external events for the team.

As the Personal Assistant of the Head of EMEA:

• Diary Management.
• Make travel arrangements.
• Process expense reports.

Qualifications:

• 2+ years of experience in an office management or related administrative capacity
• Intermediate/advanced Microsoft Office applications (Outlook, Excel, Word, PowerPoint)
• Superior customer service skills
• Excellent time management and multi-tasking skills
• Able to create initiatives that benefit the company and its staff
• Must be available to work flexible hours
• Able to follow-through on assigned tasks in a timely manner
• Proven ability to adjust in a fast-paced environment
• Ability to work both independently and in a team environment
• Willingness to learn new things