Job Description

The main role of the Office Manager is to service the office and make it work smoothly as well as support the leadership team with coordination and administrative tasks. This position may have a dual role reporting into the HR or Finance department in Vizrt (region) and support the HR function with local HR operational tasks.

They will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. Responsabilities include developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision (if applicable) and task delegation.

The Office Manager is also responsible for certain HR related tasks, such as sick-leave reporting to authorities, provide payroll with time reporting sheets as well as other ad hoc HR related tasks. It is expected that the HR tasks will not exceed on average 8 hours per week.

Tasks and Duties:

• Organize office, optimize procedures and office space
• Sort and distribute communications in a timely manner
• Schedule and plan corporate meetings and appointments
• Monitor level of supplies and handle shortages
• Resolve office-related malfunctions and respond to requests or issues with the landlord
• Maintain trusting relationships with suppliers, customers, and colleagues in a reception desk/function
• Help executives with admin related tasks such as coordination of meetings, book appointments, coordinate travel schedules, book hotels etc.
• Organize company events
• Manage 3rd party vendors
• Partner with HR to maintain office policies as necessary
• Support the HR department as necessary
• Other responsibilities will evolve as the needs of the company evolve

Requirements

• Proven experience as a back-office assistant, office assistant and or executive assistant (2-3 years)
• High integrity, being able to manage confidential information
• Excellent organizational and time management skills
• Analytical abilities, attention to details and aptitude in problem-solving
• Excellent written and verbal communication skills
• Proficiency in MS Office, travel management systems
• Strong phone, email and in-person communication skills
• Knowledge of human resources management practices and procedures

Benefits

• Pension and Insurance: Travel insurance that covers both business and private travel, employee benefit insurance and health insurance.
• Vizrt employees are covered by a Pension Benefit Scheme at DNB (Defined Contribution Scheme).
• Internet: Vizrt covers employees’ expenses related to Internet at home, up to NOK 500 per month.
• Mobile Phone Subscription: Mobile phone subscription is covered under Vizrt’s current agreement with Telenor.
• Paid Time Off: Generous vacation days, sick leave, and holidays to ensure you have a work-life balance.
• Professional Development: Opportunities for ongoing training.