Virtual Office Manager Reading, England
Job description
About us:
We are a fun, trusted, innovative and global tech-enabled language company. We offer our AI-powered platform WordsOnline, using Neural Machine Translation technology with human expertise to provide our enterprise customers with cost-effective, fast turnaround language services at optimal quality.
Department: Finance
Location: UK Home-based (Fully Remote).Preferably South-East England.
Contract Type: Permanent – Full Time
Salary: Competitive Salary + Private Healthcare + Unlimited holidays
Reporting to: Group Head of Finance
The role:
The Virtual Office Manager ensures smooth and accurate management of the group’s administrative data by providing high-level, confidential administrative support to the company, both in locations where there is no physical office and by providing centralised support to the wider team. Following instructions from the Finance, HR and senior management, he/she must guarantee the quality and level of administrative services provided. The Office Manager plays a coordinating role and may also have direct reports and/or delegate tasks to other members of the Admin team.
The Virtual Office Manager ensures that the group is operating in an efficient and compliant way in the jurisdictions in which we operate. He/she enables that other functions in the group are able to carry out their work in an effective way and collaborates with the wider Admin Support team globally to ensure that work is done consistently and efficiently.
Main responsibilities:
- Virtual Office Admin
- Ensure compliance with local and group regulations (Health & Safety, Information Security…)
- Sharing company communications with regular staff meetings and other forms of communication
- Organising company events and travel, including for executive management
- Managing any requirements for serviced or temporary offices/meeting rooms
- Managing group policies and procedures and ensuring that changes are communicated to other Office Managers for implementation locally
- Providing routine administrative support to senior management
- Attending team calls and cooperating with other Office Managers.
- HR Admin and Support
- Overall management of BambooHR and TalentLMS. Ensuring that all Office Managers work consistently and implementing changes to improve efficiency and ensure that data is accurate. Supporting other Office Managers with routine maintenance tasks as necessary.
- Managing the Performance Management and eNPS processes in BambooHR and preparing consolidated reporting
- Providing HR-related reporting as required by management and the Board.
- Managing the employee/freelancer screening process as required for clients or other purposes
- Monitoring Glassdoor and other platforms to provide feedback
- Managing the Group Employee Handbook and other policies and guidelines. Working with the other Office Managers to ensure that any local variants are compliant. Managing any centralised communication and file storage.
- Managing and coordinating global events, e.g. wellness activities.
- Updating BambooHR for all changes in the allocated countries, including managing local time off policies and ensuring that data is accurate.
- Communicating changes to payroll to ensure that salaries are paid accurately and on time
- Preparing HR documentation, e.g. job descriptions, offer letters, employment contracts and amendments.
- Management of global contractor contracts ensuring consistent reporting across departments.
- Supporting recruitment with job advertising and management of the process in BambooHR. Helping recruiting manager as required (interviews, advice, communication with candidates).
- Onboarding and offboarding activities for staff in the allocated countries.
- Researching and managing employee benefits in the allocated countries.
- Working with an external advisor to provide any benchmarking or comparative data as required.
- Finance Admin
- Supporting with distributing bonus and commission plans and other communication that needs to be managed centrally.
- Supporting with employee-related data required for budget and salary review processes.
- The following tasks apply in any country not managed by finance centrally:
- Processing local invoices and managing the office budget
- Requesting funding as required and in line with group policies
- Monitoring the bank account and preparing payments where this is not done by the group finance team
- Communicating with local advisors (accounting, tax and legal) as required by the Group Finance team
- Management of any direct reports
- Perform any other administrative tasks as requested by Group Management or within the Admin Team.
The successful candidate will have:
- Previous office management experience is essential.
- Excellent verbal and written communication skills, particularly in English
- Good organizational and time management skills with the ability to work under pressure
- The ability to work on multiple projects simultaneously while maintaining accuracy.
- The ability to collaborate with colleagues, clients and suppliers, as well as work independently
- Good computer skills with the willingness to learn new tools and technologies
- Basic knowledge of relevant laws (e.g. HR, accounting and tax)
- People management skills.
What we offer you:
We're creating our own path with a global team in offices around the world, driving sustainable growth. We are honest, direct and bring an element of fun into our work. In the role of Virtual Office Manager, we hope that you enjoy the freedom to structure your calls and visibly demonstrate your own success.
We work with the most prestigious brands, as we are the language services platform of choice for many of the world's leading companies. Your contribution will make an impact with many of the most recognisable names in IT and Retail.
In return, you will gain access to fun, open, and ambitious people. We are ONE team and act as such. We push each other to be our ultimate best and are the kind of company that will make you feel happy getting out of bed to come to work every morning.
Last but not least, our company has a leading compensation package, which includes Unlimited Holidays!
If this role looks like your next challenge, apply by clicking below. We can't wait to meet you!
