Position: Administrative Manager
Company: Newxel
Category: Other
Experience required: 3y
English level: intermediate
Published: 2023-05-01T00:00:00+03:00

We are now looking for an ambitious  Administrative Manager who would join our Ops Team and will work across the business to support all aspects of facilities service delivery.

As Administrative Manager, you will perform your duties to create an environment for successful staff performance and excellent customer service. You will also ensure that the business has the appropriate level of FM services and support for its operational requirements.

Requirements

- Office management or administrative experience in IT companies from 3 years
- Understanding of Service approach and customer experience
- Understanding the process of finding contractors and organizing work with them
- Negotiating contracts finding the best conditions for business
- High communicational and organizational skills
- A results-oriented approach to work, readiness to take a challenge and find a solution under any conditions
- Ability to independently organize the work and take ownership of the processes
- Experience in multitasking and tight deadlines
- Open-minded, broad-vision mindset
- English – Upper-Intermediate
- Knowing Excel, Jira, and Google Tables and the ability to find and suggest other tools for better workflow

Will be a plus

- Experience in opening/managing a large office on a global scale
Readiness to have business trips abroad

Responsibilities

- Providing high-level quality Newxel services to the talents
- Managing Service Delivery related processes and implementing new ones
- Managing the Service Delivery team according to established goals, helping the team to perform and being a role model

SERVICES & PROCESSES

- Develop the business processes of the Service Delivery department agreed with stakeholders and make sure that cross-department needs are considered
- Make sure that all Policies developed and stays actual
- Create and implement new services, ensure smooth delivery process and quality control
- Establish a Procurement process & be responsible for its effectiveness
- Establish an effective global deliveries process (of goods & office supplies upon request)
- Manage budgets and ensure cost-effectiveness
- Be responsible for effective budget usage & reporting

TEAM MANAGEMENT

- Supervise and monitor the work of the team: make sure that each team member clearly understands goals and expectations, help to achieve results with a high level of quality
- Conduct regular 1:1 sessions (expectations are justified, there are no gaps in communication etc) and performance reviews
- Monitor on an ongoing basis the talent’s involvement, motivation, well-being and other metrics according to the company’s main HR metrics

OFFICE

- Organize the maintenance and support of existing and new locations
- Have a full scope of responsibility for opening new offices (~100-1500 sq.m.) in new locations globally: search for premises, negotiations with owners, the conclusion of lease agreements, management of repair works, office arrangement, etc
- Supervise office repair process and have responsibility for the final result and quality
- Manage relationships with vendors, service providers, and landlords
- Manage and review service contracts
- Check completed work by vendors and contractors
- Organize the work of the cleaning staff

WORKPLACE

- Organize and allocate workplaces for employees in the office
- Arrange workspaces (+ branding) for the teams in the office
- Arrange the process of setting up the workplaces and their support for remote and hybrid models of cooperation
- Provide employees with coworking upon request in Ukraine and abroad: searching, booking, and collaborating with the financial department on payments and/or with the legal department on the agreement
- Organize the delivery process of the working equipment and other goods globally (alone or with a team involved)

OTHER

- Assist in organizing company events such as team building, parties, partner’s dinners, happy hours, etc
- Arrange business trips for employees (tickets and hotel booking)
- Initiate ordering, preparing, and delivery of welcome kits for newcomers
- Handle requests for the Facility Department on Jira HelpDesk

What we offer

- Competitive salary
- Medical insurance
- Tax compensation
- Hybrid set of work

About the project

Newxel is a global one-stop-shop that offers a multitude of R&D services from A to Z to scale your company’s capacities.

News has been helping enterprises and innovative startups from various regions and sectors to set up their software development teams and R&D offices in Ukraine for many years.

Our services are architected upon the principles of transparency and flexibility reinforced by our competence and vast expertise, 500+ tech talents on board, and over 100+ clients we serve.

Today Newxel has representative offices in Europe, The US, Israel, and several development sites in Ukraine.