Office Manager

5 Hours ago • 1 Years +

Job Summary

Job Description

N-iX is seeking a driven Office Manager to join their Administrative team. Responsibilities include general office services such as maintaining schedules, managing inventory, and handling office requests in Jira. The role also involves visitor hosting, office event coordination, and managing the reception area, including postal operations and supplier documents. Additionally, the Office Manager will support office opening/closing arrangements, maintain administrative expense records, and produce reports. Qualifications include 1+ year of experience, B2 level English proficiency, attention to detail, excellent communication and customer service skills, proficiency in MS Office, and a positive attitude.
Must have:
  • 1+ year of experience
  • B2 level English
  • Attention to detail
  • Excellent communication skills
  • Customer service skills
  • Proficiency in MS Office
Good to have:
  • Positive attitude under stressful conditions
  • Willingness to help wherever required
  • Creative ideas for office improvement
Perks:
  • Competitive salary
  • Good compensation package
  • Personalized career growth
  • Professional development tools
  • Active tech communities
  • Education reimbursement
  • Anniversary presents
  • Corporate events and team buildings
  • Other location-specific benefits

Job Details

N-iX is a software development service company that helps businesses across the globe develop successful software products. Founded in 2002 in Lviv, N-iX has come a long way and increased its presence in nine countries - Poland, Ukraine, Sweden, Romania, Bulgaria, Malta, the UK, the US, and Colombia. Today, we are a strong community of 2,000+ professionals and a reliable partner for global industry leaders and Fortune 500 companies.

N-iX is seeking a driven Office Manager to join our Administrative team.

Responsibilities:

General office services:

  • Maintaining schedules and administering systems or arrangements for purchasing, receiving, dispatching, and delivering goods and/or services.
  • Helping contractors with office requests.
  • Maintaining the inventory of office supplies and ordering office supplies, equipment, and services within prescribed procedures and contractual agreements. 
  • Responsible for keeping all requests in Jira under control and in progress. 
  • Alert cross-department issues according to the area of responsibility and work closely with the landlord services unit in case of any needs. 
  • Responsible for keeping office managers' storage in order.

Visitors hosting and office event area:

  • Conducting the whole process of preparation for the business visit (e.g. ordering taxi/lunch, accommodation, meeting room or conference hall, etc).
  • Responsible for maintaining proper stock levels for visitors’ gifts and other goods.
  • Alert in case of escalation or high priority /nonstandard greeting needed.
  • Cooperate in arranging in-house events with the event host department or event coordinator.

Reception area:

  • Conducting the whole process of general postal operation. 
  • Coordinating smooth and on-time delivery process. 
  • Working with supplier documents, payments, and alerts in case of escalation.
  • Conducting according to schedule regular office observation.
  • Conducting the whole reception area process (phone calls, info point, found and lost  point)

Office planning, reorganisation,  opening/closing facilities area

  • Support office opening/closing arrangements in cooperation with other departments and units as part of job responsibility and establish all general office services and reception areas in place.

Other areas

  • Maintaining records of administrative expenses and petty cash
  • Reporting expenses.
  • Recommend improvement in-office procedures and organisation policies.
  • Producing regular and/or ad hoc reports of information relating to the work process.
  • Maintaining office support-related database.
  • Identifies and reports problems to the Head of Administrative Services Sub-Unit.
  • Providing support to other departments with administrative and operational tasks as needed

Qualifications:

  • Working experience in the same position/industry or both 1+ year;
  • At B2 level in English knowledge;
  • High level of attention to detail and accuracy;
  • Excellent collaboration, verbal and written communication skills;
  • Strong client relationship management and customer service skills;
  • Positive attitude under stressful conditions and willingness to help wherever required;
  • Look for creative ideas and generate other information to improve office life;
  • Strong Knowledge of MS Office
  • Full-time job. Office-based

We offer*:

  • Flexible working format - remote, office-based or flexible
  • A competitive salary and good compensation package
  • Personalized career growth
  • Professional development tools (mentorship program, tech talks and trainings, centers of excellence, and more)
  • Active tech communities with regular knowledge sharing
  • Education reimbursement
  • Memorable anniversary presents
  • Corporate events and team buildings
  • Other location-specific benefits

*not applicable for freelancers

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