Office Service Manager

Job description: Office Service Manager

Tasks

• Facility Management & Workplace Design:
  • Act as a single point of contact for all facility management related issues to ensure smooth operations and resolve problems promptly.
  • Work with internal teams and external vendors to manage office refurbishments, general cleaning issues or reconfigurations.
  • Oversee the procurement and management of office supplies to ensure timely procurement and availability of essential items while maintaining cost efficiency.
  • Provide hands-on support for facility-related tasks, including minor repairs, meeting room set-up and personalized service offerings.
• • Promote a client-centric mindset by ensuring all interactions and environments reflect high hospitality standards.
  • Create a welcoming and professional atmosphere for clients, guests and employees to anticipate their needs and fulfill them with care.
  • Actively look for ways to increase client and visitor satisfaction, from seamless meeting facilities to personalized service offerings.
  • Act as a trusted point of contact for all client-related activities to ensure a positive and lasting impression.
• Meeting Room Management:
  • Conduct regular tours to ensure that meeting rooms and common areas are in optimal condition.
  • Work with internal departments, vendors and facility management for meeting needs, including room set-up, audiovisual equipment, catering and insurance certifications.
  • Support VIP and client meetings by arranging materials such as registration, name badges, handouts, pens, water bottles and guest Wi-Fi.
  • Clean up and refurbish meeting rooms after use.
  • Perform basic troubleshooting for audiovisual equipment and escalate issues as needed.
  • Monitor meeting room requirements and replenish if necessary.
• Reception Services:
  • Warmly welcome guests and give instructions to the client meeting room.
  • Register guests, issue visitor passes and collect them again on departure.
  • Answering telephone calls promptly and forwarding them to the appropriate contact person with excellent telephone etiquette.
  • Provide instructions for handing over visitor badges after hours if necessary.
• • Prepare and edit correspondence, communication, presentations and other documents.
  • Accounts payable support for invoices received from Vontobel Asset Management Inc.
  • Support travel and expense reporting with Concur.
• Pantry Services:
  • Ensure a high standard for pantry areas, including cleanliness, organization and proper stock rotation.
  • Kitchen cleaning, inventory management, coffee machine service and dishwasher monitoring.
  • Implement just-in-time ordering processes to minimize waste and excess inventory.
  • Track orders and monitor inventory levels to ensure availability.

Requirements

• Proven 5-10 years of professional experience in office management or a related administrative or hospitality role, preferably in the financial services industry.
• Professional in Microsoft Office Suite (Word, Excel, Power