Office Manager

We are looking for a hands-on Office Manager to help lead workplace operations of our rapidly growing office in Ghent and our offices in London, Singapore, Denver and Dallas. You will work directly with the People & Talent team, Finance team and team members in our offices across the globe. You will help merge the very best OTA Insight experiences at the intersection of the physical office space, people, and culture. You will support solutions for our new dynamic work environment. This includes continual oversight, observational analysis, vendor management, and initiatives to align with our rapidly evolving business needs in constant pursuit of optimising the employee experience.

You will:

• Be the primary point of contact inside the 4 walls of our office in Ghent for all office and internal event related questions.

• Be there to provide hands on support of the London, Singapore, Denver, Dallas workplace for all office administration and operational needs (by liaising with the regional Office Champions)

• Manage central services through self or others: maintenance and upkeep/tidiness of the office, reception, shipping/mail, kitchen (incl. lunch/ snacks/ refreshments), catering (if applicable), cleaning staff, ergonomics, etc.

• Liaise with the landlord, building management, security and maintenance teams if needed

• Maintain space planning and all building related maintenance and parking files

• Liaison with CFO & Global Director of People and Talent to relay business needs

• Manage the stock, the purchase and logistics of our IT Tools (laptops, phones, company equipment…) and manage & set up basic accounts to onboard new team members and support our global team.

• Manage vendors, invoice tracking and partnering with Finance on timely invoice payments

• Take the lead on organising our annual global team gathering and provide support with regional initiatives where needed. You will also be involved in any kind of internal team events for the Ghent office and with Leadership off-sites/meetings.

• You keep track of budgets, timeline and stakeholders for all internal OTA Insight events

• Partner with the People & Talent Team to provide support with on-boarding & off-boarding, employer branding initiatives, job fairs, goodies, business cards...

• Be an active member of the Culture Committee (also known as the Care Bear Committee)

• Ensure health and safety standards are maintained, compliant with local laws & regulations

• Ensure appropriate stock of all required office materials

• 
  Proven ability to collaborate effectively

• Ability to partner closely to proactively ensure Workplace needs are properly met

• Demonstrated ability to manage through ambiguity and competing priorities

• Exceptional organisational and ninja-like multitasking skills; juggling deadlines and priorities while staying cool as a cucumber

• An independent, autonomous and enthusiastic hands-on approach to all tasks; willing to roll-up your sleeves to help anytime

• Great communication skills, both written and verbal, with a confident yet approachable demeanour

• Great at observational analysis to proactively identify opportunities and gaps, with emphasis on office and culture

• Owns local health and safety knowledge base and ensures timely compliance and education initiatives

• Experience in Event Management is a plus

• Hands on working knowledge of the Google Suite or MS Office Suite is a plus

• Flexible work hours as required (occasionally) to support company events and community activities outside of the norm

• Fluent in Dutch and English (both spoken and written)