Logistics Specialist

Overview

Hybrid

Agency : Havas Events Milan

Job Description Summary :

The Office Manager is accountable for overseeing the day-to-day operations of a business unit and providing multi-disciplinary office operations support. In addition, this role strongly focuses on building facilities, culture initiatives, vendor relationship management, sometimes HR administrative functions and other processes and programs around the workplace.

Responsibilities

Office Management

• Manage the reception area of the office, and handle incoming calls, messages and deliveries
• Research, contract and manage vendors for office services such as cleaning, equipment maintenance, interior design and catering
• Help formulate occupancy strategies at the site level and assist with planning the best allocation and utilization of space
• Maintain office furniture and equipment; restock all office and kitchen supplies and fulfill weekly lunch, snack and beverage orders
• Ensure conference rooms, kitchenette and living room spaces are properly in order on a daily basis and guests are greeted with the utmost professionalism at all times
• Collaborate with the IT team to ensure employees and new hires are set up for success in terms of office and IT equipment, basic troubleshooting, and some ad-hoc support
• Communicate with the leadership team regarding the requirements and improvement of office facilities

People & Culture

• Responsible for everything office related from ensuring all protocols are being followed to mediating conflicts and being the go-to expert for all HR, benefits questions, problems and office emergencies
• Coordinate office events including all hands meetings, happy hours, holiday parties, quarterly business reviews other team building activities on a global scale
• Manage the corporate calendar and conference room schedule
• Work as part of the extended People team to promote an energetic and inclusive company culture through new practices and processes within the office
• Provide ad hoc HR administrative support, including filing, paperwork, onboarding and other administration tasks

Finance

• Manage and maintain the yearly budget for anything office-related in collaboration with the People and Finance teams
• Responsible for financial related from Accounts Receivables to authorizing purchases and paying bills (A / P), processing expenses and managing high volume campaign budgets. Responsible for monthly and annual financial closings

Qualifications

• Bachelor’s Degree in Administration or HR
• Languages : English (Intermediate)
• 2 years’ experience in office operations
• Agency, Advertising, Consultancy
• Contract Type : Permanent

Soft skills & Competencies

• Facilities management and office operations
• A positive, professional, patient and customer service mindset and demeanor
• Basic financial knowledge and previous experience managing a budget
• An ability to autonomously manage work - from big projects to all of the important details - initiating and following through with a commitment to excellent results
• Communication skills
• Experience with delivering exceptional customer service as a brand ambassador, both internally and externally
• Demonstrated composure even under pressure
• Experience managing multiple offices and juggling multiple requests at a given time

Technical skills

• Google Suite
• Microsoft Office Suite

Here at Havas across the group we pride ourselves on being committed to offering equal opportunities to all potential employees and have zero tolerance for discrimination. We are an equal opportunity employer and welcome applicants irrespective of age, sex, race, ethnicity, disability and other factors that have no bearing on an individual’s ability to perform their job.