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  • Job reference: RMS0210695

Office Manager

  • Sector: Commercial
  • Location: Sakhalin
  • Job type: Permanent
  • Date posted: 31/05/2019
  • Duration: 1 year
This vacancy has now been filled.

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We consider only RF citizens, from Yuzhno

The Role:
Office Management

Oversee all areas of the physical office locations including ensuring the team have access to supplies, equipment, communications etc
Oversee cleaning contracts, security and utilities;
Act as coordinator between company and office landlord and building management;
Arrange maintenance or installation of furniture or equipment as required;
Ordering and maintenance of kitchen and office supplies;
Ensure all appropriate insurances are in place and maintained for office facility;
Procurement and management of all office related suppliers in liaison with procurement specialist;
Interact with IT team for supply of IT equipment to existing and new hired staff;
Procure and manage mobile phones, plan contracts and/or SIM card.
General Administration

Provide secretarial duties for the General Director and team (as required);
Schedule meetings, prepare meeting agendas and minutes;
Maintain accurate and up to date records of travel and provide regular updates to Executive Assistant Company
Manage and submit team travel expense claims;
Develop and maintain an effective filing and directory system for Company's Consulting;
Act as key point of contact for other global offices;
Travel Coordination, Housing & Transportation

Support HR/Crewing Manager with all air, accommodation and ground transportation;
Assist with visa arrangements using responsive and quality visa agent to assist;
Ensure all transport is provided and conducted in the safest manner in line with Company's guidelines;
Provide direction and leadership for Drivers including the provision and maintenance of safe and approved company vehicles;
Organise airfares and accommodation and establish relationship with local travel provider;
Establish preferred accommodation providers for visitors ensuring quality and service through site visits;
Support Crewing and HR Managers with short and long term accommodation options as required;
Establish strong relationships with property agents/owners of long term accommodation in Shakhtyork/Uglegorsk area;
Ensure office and team are operating within company travel policy.
Finance

Process office, equipment and supplies related invoices and purchase orders as required;
Set-up and maintain petty cash system;
Assist with the preparation of office budgets and monitor closely to ensure within limits;
Other requirements as requested;
​​​​​​​HR/Crewing

Maintain and track renewal dates for all employees' insurances such as Travel, Personal Accident, Health and Life Insurance (including Office Insurance) as required;
Arrange security port passes for all those travelling to Shakhtyorsk;
Assist HR and Crewing Managers as required;
Requirements:

Dynamic, energetic and positive;

Demonstrates high initiative and proactive thinking;

Has worked with a team of Technical Specialist including General Director;

Fluent in Russian and English (both verbal and written) and strong comprehension of both;

Extensive knowledge of the full MS Office suite;

Inter-personally savvy;

Meticulous and well organized;

High degree of multi-tasking and time management capability;

Experience working effectively with other global offices;

Proactive and able to work independently;

Ability to work effectively under pressure and multitask;

Sound judgement and problem solving skills.

8 - 10 years as an office manage PA or secretary or other relevant experience in high level organisational and administration duties

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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