Office Manager

General Description:

The Office Manager is responsible for overseeing daily office operations at our Santa Fe and Reforma office locations to ensure efficiency and smooth functioning. Promote clear communication and coordination across departments. This includes managing administrative tasks, staff, resources, and facilities, while promoting Barco’s values.

Responsibilities:

General Office Management:

• Coordinate workspace arrangements and workstation setups to accommodate organizational and team needs.
• Provide logistical and administrative support for corporate events and meetings.
• Manage office supply inventory to ensure stock availability, maintain cost-efficiency, and stay within budget.
• Communicate with the office service providers to guarantee cleaning and maintenance services.
•  Implement and maintain office security protocols, including access control and 
  emergency procedure
• Manage access cards for new employees and provide office usage guidelines, including available services and office rules.
• Oversee platforms such as Uber and related costs, ensuring compliance with company policy and monitoring expenses.
• Provide access to Total Pass for employees interested in joining the program.
• Manage the inventory of demo equipment, a responsibility previously handled by the sales team for specific business units.
• Process and fulfill requests for offices assets.
• Procurement & vendor relations for the office. Identify and evaluate suppliers based on quality, cost, and reliability.
• Assist in the local onboarding process for new employees, including setting up workstations and providing necessary resources.

Insurance:

• Manage local insurance for liability, property, security life and major medical insurance.
• Maintain communication with the broker to ensure that employees receive the appropriate coverage and attention.
• Negotiate hotel agreements to ensure employees are accommodated in quality hotels while adhering to Barco’s policy rates.
• Manage Barco’s account with the Egencia travel agency.

IT:

• Provide IT support to the team by coordinating with external providers in Mexico for meetings to resolve issues that cannot be addressed by the IT team in the USA.
• Provide support to employees when required. 

Finance:

• Support the Finance department during Month End activities.
• Handle the Purchase Order for cafeteria supplies, stationary and other essentials for two offices.
• Assist with additional responsibilities and projects across various departments as needed.

Qualifications

• Bachelor's Degree in Business Administration, Management, or related field.
• 5 - 7 years of experience in office management or a similar administrative role.

Skills

• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• Proficient in English (Verbal and Written)must.
• Leadership and team management skills
• Experience with budget management and financial reporting preferred.