Office Manager

Office Manager

Malvern, United States

About Citco

Citco is a global leader in fund services, corporate governance and related asset services with staff across 50 office locations worldwide. With more than $1.8 trillion in assets under administration, we deliver end-to-end solutions and exceptional service to meet our clients’ needs.

For more information about Citco, please visit www.citco.com

About the Team & Business Line:

Citco Group provides services to our Citco Group of Companies and helps business to succeed in client service excellence.

As a valuable member of our Office Overhead team, you will work closely with internal stakeholders and cross-functional teams to support business operations and help them to achieve their goals.

Your Role:

The Office Manager plays a key role in supporting the staff and senior management needs and concerns as well as maintaining the facility. They are responsible for maintaining an organized workable environment and developing business relationship with the building managers and outside sales vendors. The Office Manager must communicate effectively and diligently with senior management as well as reporting concerns to building engineers. The Office Manager must develop and implement a cohesive and effective working environment and set business standards in place.

• You will support the office building of 200 employees.
• Maintain the schedule and physical appearance of the office
• Manage the office billing, collaborating with Finance department
• Maintain updated floor plan, reconfigurations and internal moves
• Coordinate fire drills and practice facility policy and procedures
• Coordinate office maintenance/repairs/electrician walkthroughs
• Order supplies and purchase office equipment
• Actively participate in managing Social Committee events to help foster a relaxed, fun and charitable culture
• Establish business relationships with outside vendors
• Demonstrate flexibility at all times in using personal judgment and adaptability-approaching work related concerns
• Maintain a positive outlook with employees and visitors
• Ensure new employees are setup with building ID cards and work with HR to on-board employees
• Report to Managing Director costs for maintenance issues and cost comparison for vendor usage
• Head the local Business Continuity team including updating procedures, participate in regional calls and ensure hotline is updated in cases of inclement weather
• Assist in coordination of office Wellness program including implementing new initiatives
• Effectively collaborate with Admin group to ensure all aspects of office administration is handled, including providing backup support for reception

About You:

• You have 2-5 years of experience, preferably in comparable office size.
• Excellent written, verbal and interpersonal communication skills
• Ability to be flexible and multi-task and prioritize effectively with shifting priorities and timeframes
• Proven judgement and decision making skills
• Demonstrated ability to maintain professional standards
• Great sense of responsiveness to the needs of the business
• Ability to work independently
• You bring a high level of energy, creativity and independent thinking.
• Team player with the ability to gain the confidence and cooperation of peers
• Proficient in Microsoft Office, use of inter- and intranet, teleconferencing, WebEx technology, etc.

• Key Competencies:

• Technical knowledge and commercial acumen
• Quality and risk control
• Client service
• Teamwork

Our Benefits

Your well-being is of paramount importance to us, and central to our success. We provide a range of benefits, training and education support, and flexible working arrangements to help you achieve success in your career while balancing personal needs. Ask us about specific benefits in your location.

We embrace diversity, prioritizing the hiring of people from diverse backgrounds. Our inclusive culture is a source of pride and strength, fostering innovation and mutual respect.

Citco welcomes and encourages applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection.