Office Manager

Oceonix Services Limited is a top tier, rapidly growing transportation company that was established in 2018 to provide best in class commercial management services to shipping assets owned by institutional investors managed by JPMorgan Asset Management's Alternative's Global Transportation Group.Oceonix employs a culturally diverse group of highly skilled professionals from across all aspects of Shipping and broader disciplines. We currently have offices in London, Cyprus, Malta and Singapore.

Oceonix encourages a culture of inclusivity, commerciality, and accountability where each member of the team contributes to the company's overall success.

The purpose of this role is to ensure the efficient daily running, management and oversight of the Oceonix Cyprus office, supporting operational excellence and providing high-quality administrative coordination across facilities, logistics, procurement, and event management.

Key Responsibilities:

Office Management-related responsibilities

• Office Oversight:
  Ensure the office environment is clean, organized, and running smoothly by coordinating with cleaners, monitoring communal areas, and addressing general facility needs.
• Office Safekeeping: On a daily basis, ensure and safeguard the integrity and condition of all of the company's assets including technology, equipment, furniture, and wider office. s
• Supermarket Supplies:
  Conduct weekly inventory checks of essential items (e.g., coffee, milk) and place supermarket orders as needed.
• Office Supplies Management:
  Monitor stock levels of general office supplies and ensure timely replenishment.
• Access Card Administration:
  Liaise with building management to (Order and distribute new access cards / Issue cards to new joiners / Deactivate cards for leavers etc).
• Alarm System Access:
  Coordinate with building security to manage and assign alarm system access for designated team members.
• Office and IT Troubleshooting:
  Receive and coordinate all office and IT equipment troubleshooting requests and coordinate with relevant suppliers.
• Courier Services:
  Arrange courier pick-ups and deliveries from and to the office.
• Immigration Coordination:
  Support immigration procedures for employees relocating from outside the EU.
• Expense Management:
  Assist with office-related expense claims and reimbursements, including processing claims for managers in the UK and Cyprus.
• Company Events:
  Oversee and execute the planning and delivery of company events.
• Visitors:
  Serve as the first point of contact for visitors and external stakeholders. Greet guests and manage inquiries effectively. Coordinate securing of building access passes for short term and long-term visitors.
• Travel Support:
  Assist key personnel with travel planning, bookings, and itineraries.
• Budget Tracking:
  Monitor Cyprus office budget needs and provide structured reports to the Director, including background and cost drivers.
• Policy Adherence:
  Support the implementation and compliance of internal office policies. Responsible for staff's adherence to office policy (e.g. access controls; attendance; open floor management).
• Procurement Support:
  Arrange procurement of supplies/services using a structured vendor selection process aligned with company policies.
• Meeting Logistics:
  Coordinate meeting agendas, room bookings, and catering for internal events or board meetings.
• Health & Safety:
  Oversee general office operations including responsibility for Health & Safety, maintaining records, and acting as onsite Fire Marshal and First Aider to ensure compliance with relevant regulations and guidelines.
• Ad-hoc Projects:
  Support various ad-hoc projects and initiatives as assigned by management. Contribute to process improvements and the implementation of administrative best practices.

Required Technical/Professional Skills and Experience:

• Able to maintain confidentiality in all aspects of the job and with sensitive data.
• Strong organizational and planning skills with the ability to multitask and prioritize effectively.
• Ability to work quickly and accurately under pressure.
• Excellent communication and interpersonal skills, with a professional and welcoming demeanor.
• Proven experience in office management, facilities coordination, or administrative support.
• Proficient in MS Office.
• Numerically competent with experience managing budgets and expense tracking.
• Experience managing vendors, procurement, and event logistics.
• Handles themselves and situations maturely, professionally, sensitively and diplomatically.
• Knowledge of health and safety regulations and practices in an office environment is desirable.

Person Specification
:

• Takes responsibility and effectively prioritizes workload to deliver on commitments.
• Strong organizational and planning skills.
• Proactive, hardworking, reliable, with demonstrated willingness to adapt to changing priorities.
• Strong attention to detail and pride in the quality of their work.
• Anticipates problems; is prepared with solutions.
• Excellent written and verbal communication skills in English.
• Collaborative, a real team player. Enjoys working with all sorts of people.
• Loyal, honest team player.
• Demonstrates openness to feedback and willingness to learn from mistakes.