Office Manager

Job Title:

Office Manager

Contract Type:

Permanent

Time Type:

Job Description:

We are looking for an Office Manager to coordinate the General Services at our Houston office and occasionally support the Head of General Services with strategic projects.

Your primary focus will be to create a pleasant work environment for your colleagues, while managing relationships with stakeholders and leading both internal teams and external service providers. The role requires a close cooperation with the HR team to ensure a smooth integration of the new joiners and draw a proactive workplace strategy. 

As the Office Manager, you will play a key role in ensuring the smooth functioning and development of the office. Responsibilities include overseeing administrative and technical staff, managing office supplies and facilities, coordinating office procedures, handling financial reporting, and assisting the Global Head of General Services with local or international projects. Additionally, the role may require occasional travel, approximately 2 trips per year, each lasting 2 days.

The ideal candidate will be organized, proactive, and capable of efficiently handling multiple tasks, and has experience in budget management, relationship building with stakeholders, and leading both direct reports and external service providers.

Office Management 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.
• Coordinate office procedures to enhance efficiency and productivity.
• Coordinate and ensure compliance with workplace ergonomics and safety standards to uphold a safe working environment.
• Oversee office security/Safety protocols to enhance office resilience and safety measures. Oversee office security accesses, alarm and issue access cards to Gunvor visitors/employees (new joiners and leavers).
• Manage desk move/change request with the relevant teams and stakeholders; Allocate desks for Gunvor visitors from overseas offices.
• 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.

Project Management Responsibilities:

• 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.
• Coordinate and oversee office-related projects aimed at improving operational efficiency and the work environment.
• Support cross-functional projects and initiatives as needed.
• Implement and manage new office processes and systems.
• Manage project timelines, deliverables, and stakeholder communication to ensure successful project completion.

Team Management Responsibilities:

• Oversee the Houston Office Administrator team.
• May potentially have to remotely oversee GS team members from other offices in America.

Education (includes formal qualifications, certifications, accreditations, etc)

• Bachelor’s degree in Business Administration, Management, or a related field is preferred.

• Experience

• Minimum of 5 years of experience in Facility Management or Real Estate Project Management.
• Proven track record in overseeing large-scale office operations.
• Willingness to travel occasionally, approximately 3 trips per year, each lasting 2-3 days

Skills

• 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.
• Ability to handle sensitive information with confidentiality.
• Strong problem-solving skills and extreme attention to detail.
• Can-do attitude/ driven, self-motivated and goal orientated
• Ability to work independently and suggest initiatives.
• Ability 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.
• Ability to create and monitor budgets.

If you think the open position you see is right for you, we encourage you to apply!

Our people make all the difference in our success.