Office Manager

1 week ago

Limassol, Limassol, Cyprus Taurex Full time

About The Role

A new role has been created in our Limassol office to provide a focal point for Office Management, Finance and business support activities, as well as being the lead for local office management. This is an interesting and varied role with a mixture of people administration, office management and business support tasks, and it offers plenty of opportunities to develop your knowledge and apply your ideas. With support from the People Manager, you'll work closely with the local office team as well as supporting colleagues in other regions. As part of our global People team, you'll be providing first class support and administration and will be a role model for the Company's values and culture.

Key Responsibilities

Office Management

  • Set up and manage the office to create a positive and productive working environment for all colleagues.
  • Organise team building and social events for the office.
  • Manage the ordering and purchase of reasonably necessary office supplies, including computer equipment, kitchen and bathroom supplies and general stationery.
  • Lead on Health and Safety for the office and undertake relevant H&S and first aid training when required.
  • Ensure appropriate office security arrangements are in place.
  • Communicate with 3rd parties and landlord in all matters relating to the office premises.
  • Maintain an office budget.
  • Update the Work-From-Home internal calendar so everyone is aware of who is in the office a particular day

Finance administration

  • Liaise with the Finance team with regard to the processing and payment of local invoices.
  • Organise the expenses of the Country Head / Regional Head for approval.
  • Have access to Bank of Cyprus online portal for setting up payments in a timely manner as agreed (no execution rights)

Business Support

  • Manage the onboarding of new starters in the country, including all new starter documentation and office equipment, and arranging onboarding programmes to ensure a smooth transition into the organisation for all new employees.
  • Undertake pre-employment checks on all new starters to ensure policy compliance and minimise risk.
  • Manage the administration of local benefits, ensuring starters and leavers are updated and research the local providers to find new, competitive benefits and offer ideas to the People Manager.
  • Maintain the employee database and files to ensure employee data is accurate and up to date.
  • Regularly report to the People Manager on employee absence so that potential attendance and wellbeing issues are promptly acted upon.
  • Monitor statutory and other absence arrangements (e.g. maternity leave) to ensure compliance with legal and good practice requirements.
  • Support change control and central storage of employment policy documents, Employee Handbook and template contracts to ensure high reliability and integrity of master documents.
  • Document and maintain core employment processes for approval by the Head of HR to ensure reliability, consistency and compliance with good practice.
  • Carry out filing and maintenance of employment records to meet archiving and confidential destruction requirements.
  • Support the cascade of internal communications and employee engagement and wellbeing initiatives.
  • Support the People Manager and regional heads in promoting the Company's culture and Values.
  • Provide support across the wider People team in the absence of colleagues.
  • Support the Country Head and liaise with the regional Marketing Specialist, in arranging merchandise for Expos, Trade Shows and local events
  • Any other administration required to meet local government requirements.
  • Any other duties reasonably required for the role.

Experience And Qualifications

  • Good general education to age 18
  • Office management experience, ideally in a self-sufficient context (i.e. without on-site facilities support)
  • Previous experience of HR administration (ideally at least 1 year)
  • Applied knowledge of core employment processes (e.g. recruitment, induction, contracts, references)
  • Experience of wide ranging business support and administration or secretarial services (ideally at least 2 years)
  • Setting up and maintaining confidential office systems including filing
  • Handling multiple tasks in parallel and working to deadlines
  • Has worked in a commercial organisation
  • Has worked with senior managers
  • IT proficient with a sound knowledge of MS Office applications and Teams
  • Very good Excel knowledge
  • Knowledge of local employment law – highly desirable
  • Previous experience of using HR systems – desirable
  • Previous experience of working for an international company – desirable

Person Specification

  • Excellent written and verbal communication skills in English and the local language, including composing letters
  • High degree of attention to detail, accuracy, and quality of written work
  • Able to plan, organise and prioritise effectively and deliver to deadlines
  • Able to switch between different duties without losing focus
  • A 'can do' attitude and flexible approach are essential
  • Good communication and influencing skills
  • Assertive and able to hold their own with senior people
  • Integrity and ability to handle confidential and sensitive information appropriately
  • Professional and appropriate tone and appearance
  • Open, friendly and supportive personality who can maintain appropriate boundaries
  • Effective at building and maintaining professional working relationships
  • A strong team player who enjoys contributing to joint effort
  • Self-motivated to work on own initiative and with minimum supervision when required
  • Keen to promote best practice and promote the Values of the business
  • Flexibility on working hours from time to time given the international scope of the People Team.

Local Benefits For Cyprus

  • 21 days annual leave plus public holidays
  • Birthday day off
  • Free Lunch
  • Hybrid working
  • Free car parking
  • Employee Provident Fund (employer and employee contributions)
  • Employee Referral Scheme
  • A great culture and office environment

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