Administrative Director (international consulting company)

Administrative Director / Office Manager

Job purpose: Managing general office procedures to ensure processes and duties in the office flow efficiently.

Job duties/responsibilities:

1. Ensuring smooth every-day operations of the Moscow office.

2. Managing Moscow office premises including office lease, maintenance, fit-out, cooperation with the landlord and the Business Center Managing Company.

3. Managing and coordinating the administrative staff operations: secretaries, receptionists, IS team, translators, archivists, couriers.

4. Ensuring operations of the office technical systems, communications, office equipment.

5. Ensuring timely signing of contracts with the vendors for maintenance, admin supplies, stationery, furniture.

6. Managing document flow, archive (on-site and off-site storage and destruction), press monitoring and press subscription.

7. Drafting Moscow office budget and supervising its execution.

8. Leading work on obtaining work permits, work visas for Moscow office expatriates, visa support for the Moscow office employees travelling abroad and foreign employees travelling to Moscow.

9. Organizing labor conditions of the Moscow office employees.

10. Coordinating the Moscow office administrative staff performance review process and bonus policy.

11. Establishing goals and objectives for managing the performance of the administrative staff in the achievement of corporate goals.

12. Defining training needs of the administrative staff and arranging trainings for the staff. Organizing induction programs for new employees.

13. Leading work on the extension of the Moscow office insurance policies. Ensuring that health, safety and other policies are up to date. Coordinating with the HR function, as appropriate.

14. Dealing with correspondence and queries. Ensuring timely response to the requests of the HQ, Moscow office partners, staff and clients.

15. If requested or required, preparing letters, presentations and reports. As requested, attending meeting with partners and staff.

16. Organizing corporate events.