Office Manager

Robert Walters is the world’s most trusted talent solutions business. Across the globe, we deliver recruitment, recruitment process outsourcing and advisory services for businesses of all shapes and sizes, opening doors for people with diverse skills, ambitions, and backgrounds.

Scope of Role

The Senior Operations Associate supports key operational, administrative, and client-facing functions. Responsibilities include Bookkeeping & Budget Oversight, assisting with expense tracking, budget reviews, and purchase order management. The individual will also enhance the Candidate & Client Experience by maintaining a professional front office environment, greeting visitors, and coordinating check-ins.

Administrative tasks cover Office Support, such as managing digital files, monitoring email correspondence, overseeing inventory levels, and supporting IT troubleshooting. Additionally, the role involves Event Coordination, organizing internal celebrations, happy hours, and client/candidate events while promoting team culture through social platforms. Strong organizational skills and attention to detail are essential for success in this dynamic position.

Responsibilities include but are not limited to:

Bookkeeping & Budget Oversight
• Assist managers with expense tracking and receipt uploads.
• Review event and inventory budgets as set by the Operations Manager/Office Business Leader
• Create and submit purchase orders (POs) accordingly.

Candidate & Client Experience
• Greet clients and candidates upon arrival and direct them to the appropriate meeting rooms.
• Maintain a clean and professional front office environment.
• Offer beverages (e.g., coffee, tea, sparkling water, bottled water).
• Notify consultants when their guests are checked in and ready.

Job Advertisements
• Use company systems to generate job postings on behalf of consultants.
• Obtain necessary approvals before posting to external job boards to drive engagement and attract candidates.

Interview Coordination (PRC Scheduling)
• Assist with scheduling interviews between consultants and candidates at various recruitment stages.

Marketing Support
• Assist the Marketing Manager with ordering promotional materials for events.
• Serve as the lead poster for all events on internal social platforms (e.g., Workplace), promoting team culture and inclusion.

Ad-Hoc Projects
• Support consultants with bi-weekly research initiatives.
• Assist HR with quarterly mailing and outreach projects.
• Reporting and analytics / market intelligence.

Office Support
Filing & Document Management
• Maintain and organize digital filing systems.
• Retrieve and archive documents as needed.

Email & Correspondence
• Monitor and respond to general email inquiries.
• Direct emails to appropriate personnel.
• Draft and proofread internal and external correspondence.

Office Supplies & Inventory Management
• Monitor inventory levels and place weekly/monthly orders for office supplies, snacks, beverages, and consumables.
• Oversee special orders from vendors like Boxed, Target, etc.
• Maintain stock of beer and hard seltzers to ensure sufficient supply.
Operational Audits
• Maintain records of Surface Pro serial numbers.
• Track address changes and internal direct lines.
• Update the company organizational chart with new hires, promotions, and title changes.

General Administrative Support
Team & Executive Support
• Provide leadership and mentorship to junior administrative staff.
• Support executives with calendar management, travel booking, and confidential communications.
• Assist with the visual design of wrap-up PowerPoint presentations.
• Manage external vendor relationships, including negotiation of contracts and agreements.

Office Culture & Inclusion
• Support and lead ED&I initiatives by celebrating a diverse range of holidays and cultural events.
IT Support
• Provide basic IT assistance, including hardware troubleshooting and setup guidance.
• Assist with Surface Pro replacements and software inquiries (e.g., extending screens, checking for updates).
Onboarding Support
• Conduct Surface Pro training sessions alongside the Operations Manager.
• Assist in coordinating new hire schedules and onboarding logistics.

Event Coordination
Internal & External Event Planning
• Organize happy hours, including venue reservations, food ordering, and payment handling.
• Assist the Operations Manager with event coordination, vendor research, and logistics for client/candidate functions.
• Take the lead on in-office celebrations (e.g., birthdays, work anniversaries, first placements).
• Promote events and achievements on the internal social platform (e.g., Workplace).

Requirements

• Experience as a Personal/Executive Assistant and Office Manager
• The candidate will be able to demonstrate an ability to work in a fast-paced environment
• Excellent oral and written communications
• Confidence and poise to liaise with employees on all levels
• Ability to work autonomously, someone that is proactive / intuitive that thinks ahead
• Strong attention to detail, professional and articulate and organisational skills
• Ability to deal with multiple tasks and work under tight deadlines
• Flexibility to deal with changing priorities and tasks
• Discretion due to exposure to confidential information
• Strong MS Office (Outlook, Excel, Word and PowerPoint) skills, particularly Excel (minimum intermediate level

As a Disability Confident Employer, Robert Walters is committed to offering a fully inclusive and accessible recruitment process to all candidates. If you require any accommodations or adjustments as a result of a disability, impairment or health condition, please do not hesitate to let me know.

Robert Walters - Global Talent Solutions