Ebury is a hyper-growth FinTech firm, named in as one of the top 15 European Fintechs to work for by AltFi.
We offer a range of products including FX risk management, trade finance, currency accounts, international payments and API integration.
Office ManagerBased in High Wycombe4 days in the office, 1 day working from homeAs Office Manager for Ebury Mass Payments, based in our High Wycombe office, you will be the'heart and soul' of the team, responsible for ensuring that everything runs smoothly and yourcolleagues have everything they need to succeed.
Working closely with the Head of Mass Paymentsand the Senior Leadership team, this is a varied and interesting position that requires someone with aflexible, proactive and supportive approach.In this role, you will report directly to the Head of Mass Payments, acting as Executive Assistant whenrequired.Responsibilities:? Offices, Assets and Facilities management:? Lead employee experience & deliver a first-class workplace experience for ouremployees, both office- and home-based workers if any in the future, and for guestsof our offices? Responsible for the effective running of facilities contract services including; buildingmaintenance, purchasing, post room, security, cleaning, waste management,stationery, plants, coffee machine, pest control, environmental and buildingconsultancy services.? Responsible for the planned and ad hoc/reactive maintenance and upkeep of thepremises and equipment including the required safety checks, liaising withcontractors as required? General office management duties including meeting room management andconference call facilitation, hot desk administration, supplies and stock managementof office supplies, business card administration, company merchandise, monthlyoffice social events, courier bookings etc? Ensure operational and services standardisation is aligned with the global facilitiesmanager and with local Ebury representatives in the Country? Real Estate responsibility and landlord relationship management? Assist with the inventory record keeping and basic maintenance (in collaboration withcentral IT) of all computer assets? Ongoing monitoring and control of the pool, leased, rented or owned by theCompany Cars,? Space and planning management, lead Moves and project coordination? Negotiate with suppliers and budget management.
Led services bid process? Accountable for assigned events to be held in the Offices as an Offsite or Bootcamp,Summer and Christmas Dinner.? Led the primary inbound communication channels and correspondence includingphone calls, mailboxes and physical packages delivered to the office? Conduct satisfaction surveys and create action plans/site improvement plans? Health & Safety:? Lead the duty of care, and health and safety programs with comprehensive policiesand practices for the offices- and home-based workers.? Responsible for delivering full H&S compliance according to local regulations? Organise all relevant Health & Safety staff training as necessary? IOSH certification? Executive Assistant:? Manage travel bookings and expenses for the Head of Mass Payments, using ourglobal travel & expenses platform, Navan.? Take responsibility for the planning of both company and employee events in the localoffice.? Handle sensitive information with the utmost confidentiality and discretion.? Manage and track executives' expenses, ensuring accurate reporting andreconciliation.? Act as the primary point of contact for internal and external communications on behalfof executives, ensuring timely responses.? Provide comprehensive administrative assistance to executives, including calendarmanagement, travel coordination, and meeting scheduling.Skills, experience & knowledge:? Demonstrable experience in multi-site/office administration in a corporate environmentincluding meeting services, events and purchasing, company cars management and otheroffice equipment in a mid-size organisation? Facilities health and safety experience.
IOSH certification is not required but desired? Hospitality experience is a plus? Excellent interpersonal skills with proven ability to work collaboratively.
Able to find pragmaticsolutions and adapt to changing situations? Strong oral and written English skills? Excellent organisational and time management skills? Friendly individual able to take initiative? Good at multitasking with the ability to remain calm and focused under pressure? Able to work in a fast-paced environment and meet deadlines when needed? Analytical skills? Bachelor in Business Administration, Tourism and Hospitality management is a plus