Summary of Position

The main role of the Office Manager is to service the office and make it work smoothly as well as support the leadership team with coordination and administrative tasks. The Office Manager may have a dual role reporting into the site manager in Austria.

Responsibilities

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control. Additionally, the office manager is responsible for the travel management and all related functions, like visas, regulations based on health organizations etc. Also monitoring the whereabouts of the travelling colleagues in the respective office is mandatory.

Tasks and Duties

● Organize office, optimize procedures and office space

● Sort and distribute communications in a timely manner

● Schedule and plan corporate meetings and appointments

● Monitor level of supplies and handle shortages

● Design and implement filing systems

● Resolve office-related malfunctions and respond to requests or issues with the landlord

● Maintain trusting relationships with suppliers, customers, and colleagues in a reception desk/function

● Handle incoming calls and in a service-oriented way guide them to the right person

● Help executives with admin related tasks such as coordination of meetings, book appointments, coordinate travel schedules, book hotels etc.

● Organize company events

● Manage 3rd party vendors

● Partner with HR to maintain office policies as necessary

● Support the HR department as necessary

● Support the site manager in preparing and executing the town halls

Requirements

• Proven experience as a back-office assistant, office assistant and executive assistant (2-3 years)

• High integrity, being able to manage confidential information

• Excellent organizational and time management skills

• Analytical abilities, attention to details and aptitude in problem-solving

• Excellent written and verbal communication skills

• Proficiency in MS Office, travel management systems

• Strong phone, email and in-person communication skills

• Desirable: Knowledge of human resources management practices and procedures

• Desirable: Higher education or certifications / degrees in relevant field (i.e. Lehre Bürokauffrau/mann)

Supervision Received

Will be moderately supervised. The office manager is expected to identify, evaluate and resolve problems connected to the everyday work at the office facilities but consults local Finance/HR or the site manager for more complex items.

Reporting line

Site Manager

Performance Expectations

Applied Technical Knowledge

- Understand Vizrt processes, practices and procedures to efficiently perform in the role

- Strong hands-on practice on computer skills ranging from the word processor to excel and PowerPoint

- Excellent time management skills to utilize & allocate time efficiently to complete tasks

Teamwork and Peer Relationships

- Will work closely & coordinate with the office assistant, HR department, Finance department and IT department and provide general support

- Address & support local office employees regarding office management issues (e.g. stationary, hardware, travel arrangement, insurance, complaints etc.)

- Have good social skills towards Vizrt staff and outside visitors.

Planning and Organizing Skills

- Must make plans, schedule and attend meetings and perform other business operations ranging from handling delegations, document preparation, record management, inventory management, facilities & space management etc.

Communications

- Acting as a liaison between the employees & the organization and communicate effectively within the organization both verbally and written in a friendly, efficient and professional way

Leadership, Initiative and Creativity

- Always be thinking of new ways to handle situation, resolve problems or bring about improvement

- Create a positive, healthy and productive company culture

Office Manager Austria