Office Manager

Responsibilities

• Directly coordinate both internal team members and partner companies providing outsourced services for the Houston office.
• Oversee administrative and technical staff from Houston and possibly from other offices in America, ensuring their tasks are aligned with organizational goals.
• Manage and execute procurement activities, such as Tenders/Request for Proposals and contribute towards effective and efficient procurement practices to ensure availability and best quality.
• Develop and manage budgets for both the internal team and external service providers, ensuring effective resource allocation and cost efficiency.
• Track spending vs established budget; Verify and ensure accurate processing of all vendor invoices (office supplies, office services).
• Manage relationships and contracts with external service providers, including cleaning, security, and supply vendors.
• Ensure the smooth operation of office facilities, including maintenance and supplies.
• Cook up and manage office procedures to enhance efficiency and productivity.
• Cook up and ensure compliance with workplace ergonomics and safety standards to uphold a safe working environment.
• Cook up and oversee office security/Safety protocols to enhance office resilience and safety measures.
• Manage desk move/change request with the relevant teams and stakeholders; Allocate desks for Gunvor visitors/employees (new joiners and leavers).
• Develop and implement office policies and procedures to improve operational effectiveness.
• Act as a point of contact for internal and external stakeholders, addressing their needs and maintaining strong relationships.
• Manage local and international real estate and workplace projects, including lease renewals, office fit-outs, and office relocations, under the guidance of the Global Head of General Services.
• Provide backup support for the Global Head of General Services on various initiatives.
• Cook up and oversee office-related projects aimed at improving operational efficiency and the work environment.
• Implement and manage new office processes and systems.
• Manage project timelines, deliverables, and stakeholder communication to ensure successful project completion.

Qualifications

• Strong organizational and time management skills.
• Excellent verbal and written communication abilities in French and English.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Multitasking, agility and resilience.
• Team management.
• Able to handle sensitive information with confidentiality.
• Strong problem-solving skills and extreme attention to detail.
• Can-do attitude/ driven, self-motivated and goal orientated.
• Able to work independently and suggest initiatives.
• Able to streamline, provide suggestions and implement.
• Team player; able to build relationships across the group.
• Demonstrated experience in office and project management.
• Understanding of office administration responsibilities, systems, and procedures.
• Able to create and monitor budgets.