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Full Time
Birr, Switzerland
Posted 4 weeks ago

Purpose of the position

  • The Field 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, inventory control, office staff supervision, and task delegation. The successful office manager is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting a field operation. This individual will report to the Plant Manager and will work closely with the Maintenance Manager.

    Responsibilities

    • Support company field operations by maintaining office systems and supervising staff (office and field) daily operations.
    • Maintains office services by organizing daily activities, procedures, preparing payroll, candidates interviews, HR procedures, controlling correspondences, filling systems, reviewing and approving supply requisitions in accordance to company budget.
    • Coordinate with IT technical on all office equipment issues.
    • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
    • Responsible for creating PowerPoint slides and making presentations.
    • Ensure compliance with local laws and liaison with company local law firm.
    • Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement in accordance to company budget.
    • Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
    • Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
    • Provide staff adequate coaching and guidance to achieve and improve team performance by planning, monitoring, and appraising job results. Also disciplining employees as necessary.
    • Maintains office staff by recruiting, selecting, orienting, and training employees.
    • Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
    • Attentive to details and problem solving skills.
    • Contributes to team effort by accomplishing related results as needed.
    • Perform other duties that may be assigned by the Plant Manager.

    Qualifications

    • Proven office management and administrative experience.
    • Knowledge of office management responsibilities, systems and procedures.
    • Excellent time management skills and ability to multitask and prioritize work.
    • English and German proficiency (reading, writing and speaking).
    • Supply management.
    • Understand and comply budget limits.
    • Proficient in Microsoft Office Suite.
    • Knowledge of accounting, data and administrative management practices and procedures.
    • Knowledge of human resources management practices and procedures.
    • HSE General Basic Knowledge
    • Knowledge of ISO 9001, ISO 14000 and OHSAS 18001 (a plus)

     

    Behavioral Attributes

    • Communication.
    • Analysis and assessment.
    • Problem solving
    • Attentive to details
    • Decision making
    • Planning and organization
    • Time management
    • Budgeting
    • Process improvement
    • Adaptability
    • Empathy
    • Coaching
    • Teamwork
    • Integrity
    • Responsibility
    • Effectiveness
    • Respectful
    • Be initiatory and proactive
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