Supervisor Office Management

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Description

Responsible for the Office Management for ONE SF PLUS organization (i.e. for2 legal entities,SF1-PL and AL-PL), including Reception (Front Desk) Services:

• Personal Assistant to the 2 Management Board Members (CEO and CFO), incl. diary management, travel (expense) management, document (signature) management
• Secretary to the Management Board, incl. organization and minute-taking of Management Committee meetings
• manages cooperation with all office service providers in order to ensure quality of service, including documentation of utilization for service confirmations / invoice payment
• conducts all purchasing processes for the area of responsibility, in cooperation with BMW Group Purchasing team
• operates Reception (Front Desk) Services, incl. visitor (registration) management
• manages all incoming and outgoing correspondence, incl. appropriate documentation / archiving in line with BMW Group standards and with all applicable Information / Data Protection regulations
• ensures Facility Management, incl. cyclical maintenance of office installations,monitoring of proper level of office standard and taking initiative to improve it, incl. reporting of non-financial facility data (e.g. water/energy consumption) and incl. planning activities related to office rearrangements/moves
• administers the departmental budget (OPEX and Facility investment CAPEX budget)
• executes Travel Management for managers, incl. booking of flights and accommodation
• organizes company events, incl. on-site and off-site All-Associate-Meetings (for ca. 200 associates), Senior Management Meetings (for ca. 30 managers) and HQ VIP-visits
• coordinates work space, incl. preparation for new employees and handling introduction to new employees regarding administration and security procedures
• maintains and develops all office access security measures (incl. CCTV) in line with BMW Group standards and in cooperation with BMW Group Facility Management team, incl. being in charge of drill alarms and evacuation process, and being first contact for Building security services in case of any alarms or crisis
• monitors and manages office supplies and related storage rooms for office supplies
• administers company mobile phones (in cooperation with BMW Group IT team)
• maintains various administrational registers (training register, POA register, access control cards register, …)
• leads the Office Management team, running recruitment processes, promotes and monitors the quality and performance of the team, and continuously develops relevant processes to improve quality, efficiency and controls

Work experience /additional skills

• > 5 years relevant experience in Office Management
• Excellent communication and presentation skills (written and verbal) on multiple levels in the organization
• Fluent in Polish and English (written and verbal)
• Management / Leadership capabilities (proven track record)