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- Managing the office: liaising with the relevant building and iCapital staff to ensure the office provides a professional and efficient working environment. Oversees facilities and manages escalations; ensures all aspects of the office are functioning properly.
- Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and ensuring accountability for operating expenses.
- Builds relationships with and negotiates with vendors, submits invoices, creates office expense reports, manages vendor payments system. Knowledge of Expensify and Coupa or similar platforms is a plus.
- Owns and maintains positive and productive relationships with property management and third-party vendors (HVAC, food, and beverage, etc.).
- Submits and maintains up-to-date COIs for all vendors.
- Provides a safe working environment by upholding safety and security procedures across the facilities team. Collaborates with Risk Management team.
- Facilitates desk moves. Knowledge of OfficeSpace is a plus.
- Establish and maintain all office protocols, facilities management, and maintenance.
- Plan and coordinate repairs, installations, and refurbishments of office equipment when necessary.
- Stock all office items, place orders and maintain office inventory.
- Coordinate and manage events (happy hours, meetings, offsite events, etc.).
- Implement and execute employee engagement through lunches, happy hours, outings.
- Liase with Corp IT regarding physical hardware replacements (Laptops, monitors, keyboard/mice).
- New Hires/Offboarding - Work with the Corp IT team on assigning a device for the new hire
- Offboarding – Work with the Service Center to collect the device and add it back to inventory.
- Monthly Inventory checks (procurement by Service Center) take a count of the equipment in house
- Coordinate and manage events (happy hours, meetings, offsite events, etc.).
- Manage the calendars of Executive Team members with a high level of detail coordinating, prioritizing daily tasks.
- Arrange complex and detailed travel plans.
- Process Expense reports.
- Manage logistics for meetings and other company events as needed.
- 6-10 years of experience as Executive Assistant and with office management responsibilities, and/or relevant experience in hospitality or corporate administration
- Ability to manage and prioritize a wide range of administrative and executive support related tasks
- Energetic and engaged professional who is passionate about working with people and exceeding expectations
- Demonstrate project support skills across a wide range of disciplines
- Detail-oriented and strong problem-solving skills
- Excellent written and verbal communication skills
- Fluent in English – other languages helpful..
- High EQ and ability to build relationships internally and externally with vendors and service providers, executives, and colleagues
- Able to work in a collaborative environment and think on your feet
- Solid computer skills and proficiency with MS Office
Office Manager - London, United Kingdom - iCapital
Description
Responsibilities
:Qualifications