Responsibilities
- Take full ownership of the Too Good To Go office and reception area. This includes serving as the first point of contact for all visitors and guests, managing incoming and outgoing mail and deliveries, and ensuring the office and meeting rooms are always neat, inviting, and fully prepared for daily use.
- Manage daily office life by overseeing a range of administrative and financial tasks. You'll be responsible for ordering office supplies, managing weekly grocery orders, and handling all related expenses, budgets, and invoice approvals. You will provide input to Country Director in the forecasting process for costs such as IT and office space. You will be the point of contact to process incoming office invoices for payment, ensure proper coding and sending them for approval.
- Act as a daily resource for the team and the face of P&C in the local office. This will include coordinating lunch orders and managing parts of the employee on and off-boarding process in collaboration with the Global P&C team, which could include gathering documents for payroll, or setting up laptops.
- You will be responsible for managing company merchandise for new joiners, including budget management and orders. You will also be responsible for any additional gifts run in market.
- You will be responsible for procuring, distributing and managing the inventory of all IT equipment and mobile phones. In addition, you will handle phone subscriptions for staff if required. In addition, you will be responsible for any other physical requirements of employees for the office such as access cards and keys.
- Plan and execute a variety of company events and celebrations, from Shareback volunteering to larger gatherings like summer and end of year parties. This also includes organizing staff gifts to celebrate key milestones and achievements, supporting TGTG visitors to the office, and organising local and global Townhall viewings. You will also work closely with the DEI Taskforce in your market to organise any local DEI activities, and drive social activities in your market.
- Serve as the primary contact for all office-related agreements and services. You will liaise with the landlord, maintenance, and various service providers to ensure the office facilities are well-maintained and to manage access for all staff.
- Actively search for and implement ways to make our office more sustainable, and contribute relevant data to our global carbon reporting requirements.
- You will be responsible for meeting all safety and compliance requirements in the office, including coordinating training and equipment for all workplace and occupational safety requirements such as first raiders, fire safety marshalls or similar.
- You will manage the ongoing office contract, and work closely with the Country Director and global procurement for office contract renewals or any potential office moves. You will contribute to updating office guidelines for our Employee Handbook.
- Additionally, you will identify opportunities to improve administrative processes and take the lead on a variety of ad-hoc projects to enhance the overall workplace experience.
Requirements
- Proven experience in an office management, facilities, or similar administrative role, with a strong focus on maintaining a highly organized and efficient workspace.
- Exceptional project and event management skills, with the ability to handle multiple tasks simultaneously while maintaining a keen attention to detail.
- Experience managing budgets, tracking expenses, and handling invoices with accuracy.
- A natural problem-solver who can anticipate needs and find creative solutions with a can-do attitude.
- Excellent communication and relationship-building abilities, with a friendly and professional demeanor. You thrive on helping others and are the go-to person for all office-related queries.
- A passion for sustainability and a desire to contribute to our mission through practical, daily actions within the office.
- Exceptional discretion and integrity, with the ability to manage sensitive HR matters with the utmost confidentiality and professionalism.
