InterSystems Czech subsidiary seeks an experienced and motivated Office Manager with strong organizational skills to provide high quality service and versatile support to the Czech office. The role has many facets, supporting local colleagues and working in a supportive way with international departments with a wide variety of tasks. As one of several subsidiary offices the Czech Office Manager will play a key role in ensuring strong lines of communication between other European offices and Corporate headquarters in Cambridge, MA.
Responsibility for all administrative and organisational office activities
Provide support for the Czech Team in the organisation of travel and customer meetings meetings
Scheduling and coordinating meetings, events and workshops and preparing and following up on them
Supporting the sales department in the preparation of quotations and contract documents, in cooperation with the international Sales Admin Team.
Assisting the Customer Operations team in the preparation and follow-up of customer invoices.
Close cooperation with HR for onboarding and offboarding, as well as personnel administration and the associated documentation
Disposition of office materials as well as the entire staff equipment
Coordination of facility management
Contact person for occupational safety issues and related activities
The following list of duties is indicative of the nature of the post.
Order all supplies for the office and ensure that the office is fully equipped and operational at all times.
Supporting the team with travel booking in line with InterSystem’s pricing policy and procedures and visa applications
Organise shipment/courier of documents.
Participate in company meetings and take minutes when required.
Oversee projects relevant for office improvement.
Supervision of day by day and extra-ordinary maintenance activities for the office including
procedures for building security, cleaners, and lease contracts.
Support in the preparation of offers for InterSystems customers
Preparation of customer information for the preparation of contracts
Assisting with invoicing and tracking of outstanding invoices.
Support in the preparation of events and trade shows
Assisting the marketing department in the production of information brochures and advertising
Health & Safety
Work with an external consultant, to ensure that H&S requirements are met and that all documentation is in place and up to date.
Organize the trainings required by the local H&S regulations
Position Requirements: Excellent English and Czech language skills are essential.
At least 5 years experience as an Office Manager in a fast-paced, company, sales environment for an office based in Czech Republic.
Strong organisational, interpersonal and written communication skills.
Organised and enthusiastic are the key words, autonomy and adaptability are critical.
Ability to work effectively in a “team” environment.
Ability to work flexibly and to multi-task.
Excellent attention to detail, proof reading and grammatical skills.
Experience in dealing with customers.