Office Manager
2 weeks ago
Hapag-Lloyd AG is seeking a highly skilled Office Manager to join our team. The successful candidate will be responsible for ensuring the efficient operation of our office, managing administrative tasks, and maintaining a safe and organized work environment.
Key Responsibilities- Oversee and support all administrative duties to ensure the office is operating smoothly.
- Manage all incoming and outgoing posts, liaising with couriers as necessary.
- Book meetings, arrange meeting rooms, organize refreshments, and welcome visitors.
- Handle the telephone switchboard and provide cover for other offices as required.
- Ensure office supplies are regularly replenished.
- Order stationery and other office essentials as needed.
- Plan and organize local events, including staff functions in collaboration with the HR department and Managing Directors PA.
- Assist with office layout and planning office moves.
- Act as backup IT coordinator to ensure the smooth running of IT infrastructure.
- Identify opportunities for process and office management improvements, design, and implement new systems.
- Assist in managing the maintenance of the office by contacting the landlord or sourcing maintenance contractors as needed.
- Assess problems with building systems (Electrics, HVAC, lifts, lighting, etc.) and arrange for necessary repair services to be performed.
- Assess problems with staff facilities (furniture, fittings, plants, kitchens, drinks machines, etc.) and arrange for necessary repair services to be performed.
- Coordinate scheduled testing (PAT, fire alarm system, emergency lighting, etc.).
- Liaise with the cleaning company and ensure the offices remain presentable.
- Check and verify vendor invoices on VIM.
- Notify vendors of disputed invoices, follow up disputes to conclusion.
- Carry out Health and Safety inductions for all new starters.
- Carry out Health and Safety assessments for staff as required, including Display Screen Equipment (DSE), expectant mother/return to work, Personal Emergency Plan (PEEP), and other ad hoc requests.
- Ensure all assessment action points are addressed, either directly or by coordinating the necessary resources.
- Complete, distribute, and store assessments and backup material securely.
- Coordinate annual Health and Safety Audits (HSA) and Fire Risk Assessments (FRA). Ensure necessary test results, certificates, and other relevant documents are available.
- Assist in ensuring that audit actions and recommendations are addressed in good time.
- Act as a First Aider and Fire Warden.
- Ensure First Aid equipment and supplies are always kept up to date.
- Assist with preparation of the company's Health and Safety policy documents.
- Liaise with the company's Health and Safety consultants, suppliers, and contractors.
- Improve quality and environmental performance in cooperation with management, supporting the Hapag Lloyd Quality Improvement System (QIS).
- Implement and maintain processes and procedures required by the QEM manual.
- Ensure that QEM documentation is kept up to date.
- Act as a point of entry for all Area QEM and Sustainability matters.
- Train new colleagues on the concept of QEM and Sustainability.
- Establish, monitor, and communicate applicable QEM targets and ensure that achievements are measured and results shared accordingly.
- Coordinate internal/external audits and accompany the QEM auditor on Area visits.
- Ensure timely closure of defined measures found during a QEM audit.
- Coordinate the data collection and insert information in the company's data collection tool 'We Sustain' for the Sustainability report.
- Participate in the annual Sustainability conference.
- Act as a project coordinator for all QEM and sustainability projects.
- At least 5 years' experience as an office manager.
- Strong IT and facilities management experience.
- Excellent workload and email management skills.
- Strong attention to detail.
- The ability to maintain accurate records, prepare, and present documents in an efficient, timely, accurate, and confidential manner.
- Outstanding written and verbal communication skills.
- Proficiency in the Microsoft Office package, especially PowerPoint and Excel.
Hapag-Lloyd AG is committed to creating an inclusive environment where all individuals, regardless of their background, can thrive and contribute to our success. We encourage applicants from all walks of life, including those from underrepresented groups, to apply for our job openings. We value the unique perspectives and experiences that each individual brings, as it enriches our team and fosters innovation.
We are dedicated to providing equal opportunities for all employees and applicants, and we actively promote a culture of respect, fairness, and inclusivity. Join us in building a diverse and vibrant workforce, where everyone's talents are recognised and celebrated.
As part of our commitment to driving equality and diversity, all job advertisements are open to both full-time and part-time workers.
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