Office Operations Specialist

Job Description

PURPOSE OF THE JOB

The Office Operations Specialist is responsible for 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 and etc), Human Resources administration, Finance and Accounting.

KEY RESPONSIBILITIES

• Supports the local team with office management tasks, such as, logistics, events and badges and is main contact with the landlord.  
• Responsible of the 3rd party services for facility management and proactively looks for new suppliers according to the office need.  Ensures general facilities management for a proper functioning of the office. Manages suppliers of catering, cleaning, security etc. Manages the office, pantry and meeting supplies. Manages (internal) relationships with vendors, service providers and contractors.
• Ensures that global policies, rules and local regulations are adhered to.
• Supports country management in risk assessments at local level and in implementing appropriate actions for mitigation, including data protection compliancy in cooperation with global and according to local regulation
• Works closely with Central IT to ensure a proper functioning of the office and proper support is provided to users. Is the main contact with the external IT Service provider.
• Manages the execution of the payroll taking into account local regulations and in close cooperation with external payroll provider
• Manages the employee benefits schemes (ie 401k, Insurances, transit…) working with external employee benefit consultant and global HR.  Annual renewal of contracts and any changes to Flexible Spending and ICH plans.
• Preparation of the annual 401k Plan Reporting – (Non-Discrimination Testing and Form 5500)
• Partners with global HR to maintain office policies and procedures. Perform local HR activities (on- and off boarding, maintenance of employee files, liaising with benefit providers)
• 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.
• Work closely with Central Finance and is responsible for the payment of invoices
• Leads the preparation of the local annual operating budget and ensures monthly monitoring and analyses of variances
• Prepares and supports the execution of global audit by providing necessary documentation and information to external auditors (E&Y) and local external tax consultants.
• Prepares and files the quarterly Commercial Rent Tax returns
• Prepares quarterly energy and travel emissions reporting
• Oversees employee expenses settlements and keeps track of monthly corporate credit card expenses; keeps track of locally incurred operational expenses (for appropriate bookkeeping and reporting to Global Finance). 
• Creates and embeds local and regional operational processes in cooperation with office operations colleagues with the objective for improve efficiency locally and within office operations globally.
• Acts as key stakeholders to the functional owners and proactively relay back new insights on local changes related to Tax, Finance, HR or Legal.  Prepares annual Board of Directors minutes an appointment of officers.  Input into Global Legal Database system.
• Plans, Coordinates and ensures successful end-to-end implementation of operational initiatives locally and regionally
• Conducts analyses to generate insights, assess options, determine optimal solutions and relay back recommendations to the respective functional owners