Office Operations Specialist

Job Description

PURPOSE OF THE JOB

The Office Operations Specialist will be responsible for setting up the new office and delivering high quality country office operations support encompassing facility management, office management, local housekeeping, local risk and compliance, external providers of services (Tax, Legal, HR, IT, finance and accounting, etc.), human resources administration.

KEY RESPONSIBILITIES

       Setting up the new office

• Leads and coordinates all aspects of the new office setup, including selecting and setting up the physical space, ensuring the office is fully operational and managing vendors
• Manages the implementation budget, including tracking expenses and ensuring cost-effective solutions are implemented.
• Collaborates with HR to onboard new employees to ensure a smooth transition into the new office.
• Serves as the primary point of contact for all office-related matters, including liaising with external contractors, 3rd party providers (IT, Tax, Legal, Finance, HR) and CPS functional owners.
• Develops and implements office policies and procedures in liaison with CPS functional owners to ensure efficient operations. 

Ensuring a smooth running of the office

• Supports the local team with office management tasks, such as logistics, events and badges. 
• Monitors and executes daily office operations in congruence with global policies, rules and processes, and local regulations.
• Acts as key stakeholder to the functional owners and proactively relays back new insights on local changes related to Tax, Finance, HR and Legal.
• Ensures and monitors third parties services for facility management and maintain an overview of the local contracts and suppliers.
• Acts as liaison for local IT support and ensures that IT equipment is acquired and in place.
• Supports the team with basic HR related tasks; country specific HR administration and local induction for new employees.
• Ensures security, health and safety compliance in cooperation with Global Security and local regulatory, including organizing annual medical check-ups and preparing documentation for the annual visit of the health and safety officer.
• Responsible for the payment of invoices, bookkeeping and preparation of monthly bank reconciliation statements.
• Provides support with the  preparation of the local annual operating budget and ensures monthly monitoring and analyses of variances.
• Supports the execution of local audit by providing necessary documentation and information.
• Manages and oversees office petty cash and prepares petty cash expenses reconciliation; oversees employees expenses settlements and keeps track of corporate credit cards; keeps track of locally incurred expenses portfolio-related (for appropriate bookkeeping and reporting to Global Finance). 
• Creates and embeds local operational processes in cooperation with office operations colleagues with the objective to improve efficiency locally and within office operations globally.