Office Manager & Assistant to the Management

Education:
 University degree.
Experience:
 Management assistant / office management experience
 International working environment
Organizational competencies:
 Acts with integrity and professionalism
 Communicates and collaborates effectively with others
 Speaks and writes fluently in local and English language
Job Competencies:
 Independent, self thinking and working to identify and solve problems.
 Has a can-do mentality, with motivating and pro-active attitude to energize team
 Works well under pressure
 Has a professional appearance
 Is open, honest, reliable, accurate



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Descrierea postului:

Position Objective:
The Office Manager and Assistant to the Management is a position which includes many different activities related to managing the office and its suppliers, assisting the management with secretarial activities and managing other support activities related to HR, Marketing/Communications and legal and finance matters.
Primary Responsibilities

Office Manager:
 Co-operation with suppliers:
- Supervising cleaning services
- Copying / fax machine – ordering consumables
- Mobile phones – ordering new mobiles phones, follow-up on news and update of tariffs, negotiation of contract, registration of mobiles and filling their documents.
- Fixed lines – ordering new phones, allocation of phone numbers, extension of the phone central, ensuring the proper transfer of phone calls (needs to be constantly updated), arranging records for the switch board.
- Posters – arranging all the photos or posters to be framed.
- Ensure, extend insurance for the office and office equipment.
- Ensure supply of stationary: letterheads, envelops, business cards, driver sets, gadgets: cubs, glasses, Christmas cards and many others.
- Postal service– negotiation of contracts, follow – up on news, supervision of co-operation.
- Hotels – negotiation of contracts.
- Taxi – contract negotiation, supervision of co-operation.
- Travel agencies – negotiation of prices for tickets.
 Providing kitchen and office supply.
 Preparation of costs overviews for mobiles costs, taxis use, office supply etc.
 Implementing and maintaining LeasePlan templates and procedures.
 Managing the office to ensure that it is clean and properly used by the staff.
 Supervising subscription to the newspapers.

Assistant to the Management
 Preparation of Managers’ meetings and Board Meeting.
 Preparation of minutes, Board and Annual Plan documents.
 Develop and update presentation templates.
 Making flight, hotel reservations or train tickets bookings.
 Making translations for Leasing System, Magazines and Brochures.
 Assisting in preparation and placement of job adds in newspapers.
 Assisting in daily tasks (managing calendar; preparation of visits itineraries; programs of guests’ visits; making flight, hotel, rent cars reservations etc.).
 Filing of documents.
 Arranging meetings, sending invitations.
 Managing incoming calls and assist visiting persons.

Other activities
Communication-Marketing
 Contact person for the Communication department in LP Corp.
 Providing communication material in all the requested materials i.e. for Yearbook, Group News.
 Support for LeasePlan website development.
 Support for promotion/advertising activities.
 Internal communication to the staff on all the events and things happening in the office and the building.

HR
 Registration of new employees and ordering entree cards.
 Assisting HRM in various HR activities.
 Gathering documents from employees (work certificates, insurance related documents, copies of diplomas etc.)
 Collecting holiday applications, and sick leaves.
 Organizing English courses for employees, supervising them, ensuring the communication flow between the school and students i.e. for exams.
 Assistence in preparation and organization of company events.

Legal
 Preparation of simple and various contracts and power of attorneys (translations).
 Filling and keeping legal documents.
 Registering contracts and corespondance

Finance
 Administrate Company credit card expense reports and amounts.
 Administrate office expense reports
 Registering incoming invoices

LeasePlan is the world leading fleet and vehicle management company with over 1.3 million vehicles in administration being the service excellence partner to its clients.

LeasePlan Romania SRL – a daughter company of LeasePlan Corporation - is active on the Romanian market since 2007. It belongs to the fastest growing companies in the operational leasing and fleet
management market in Romania