Office Manager

Office Manager – Part-time.

Location: NICE Office, Karlin, Prague, Czech Republic.

Working Hours: Part-time, Monday to Friday, 9:00am – 2:00pm (can be flexible dropping 5 days to 4 days for the right candidate).

Czech job advert - https://www.startupjobs.com/en/job/40114/office-manager-recepcni-na-part-time

So, what’s the role all about?

To provide a safe, efficient, and pleasant working environment for approximately 60 NICE employees in Prague.

How will you make an impact?

Office and Facilities Management:

• Oversee daily operations and facilities management of the NICE Prague office in a multi-tenanted building.
• Manage routine and reactive maintenance, repairs, internal moves, and office upgrades (air conditioning, elevator maintenance).
• Serve as the primary contact with cleaning services, landlord, security, reception, contractors, and engineers.
• Implement new office processes and procedures in line with NICE global policies.
• Identify and evaluate suppliers for office equipment and supplies, and maintain stock levels.
• Initiate purchase requests and liaise with Accounts Payable for office-related invoices.
• Assist the Global Real Estate Manager with projects as needed.

Employee Support:

• Conduct new employee inductions, ensuring a smooth onboarding process.
• Support the new hire onboarding process and coordinate equipment returns from departing employees.
• Coordinate bookings for large meetings, trainings, catering, and office events.
• Execute the office social plan (events and gifts) in conjunction with HR and on-site senior management.
• Provide support to IT & Telecoms as needed.
• Occasional help for management team.

Safety and Security:

• Conduct monthly health and safety risk assessments and maintain a Facilities Log.
• Maintain the Accident Book and ensure compliance with building security procedures.
• Implement health and safety standards and act as the Incident Control Officer during emergencies.
• Organize and update Fire Wardens and First Aiders, including arranging mandatory training.
• Assist with internal and external audits when necessary.

 Reception Management:

• Oversee reception services to ensure efficient handling of visitors, calls, deliveries, and coordination of workshops, training's, and meetings.
• Issue access passes to new employees and visitors in compliance with NICE Security Policy.
• Review and approve invoices before submission for payment.

Have you got what it takes?

• Proven experience in office management. Or, 3+ years experience in a receptionist role in the hospitality/corporate sector.
• Experience working in a multi-tenanted building is advantageous.
• Experience of managing Health and Safety.
• Excellent communication skills in both English and Czech.

Key Competencies:

• Highly organized with the ability to manage a diverse and busy workload.
• Positive, proactive, and flexible approach to problem-solving.
• Strong prioritization skills and excellent time management.
• Ability to work under pressure.
• Excellent interpersonal skills with the ability to build effective professional relationships.
• Strong written and verbal communication skills.

Requisition ID: 5319.
Reporting into: Global Real Estate Manager.
Role Type: Individual Contributor.

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