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Office Manager (Part-Time Contract)

WHO WE ARE

NCSOFT® established in 1997 and headquartered in Seoul, South Korea, is one of the leading gaming publishers in the world. At NCSOFT West, we develop new games, manage our existing game portfolio, initiatives and game services across the Americas, Europe, Australia and New Zealand. Together we operate many of the most successful and influential massively multiplayer online games in the industry, welcoming hundreds of millions of players daily into exciting living worlds for extraordinary adventures.

The current Office Manager is taking maternity so we are looking for replacement to come in on a 13 month fixed term contract.

The Office Manager is responsible for the day to day organization of the busy NCSOFT office, organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency.

The role encompasses a variety of tasks which will include administrative tasks, meeting and greeting visitors, facilities management, office supplies, travel and accommodation bookings, security system, couriers and post as well as managing the health and safety and supporting HR.

Success in this role relies on a high level of organization coupled with strong verbal and written communication skills as well a high level of initiate and proactivity being required.

The contract is Fixed Term for 13 months, 5 days per week (9.30am – 1.30pm).

WHAT YOU’LL DO

• Manage all office-related vendor relationships for vendors who provide services to the office.
• Manage and maintain all common areas, meeting rooms, kitchen, making sure the proper supplies are in those areas and stock supplies as needed
• Oversee facilities and act as a liaison to Property Management for office issues including maintenance, janitorial, repairs and service requests for the studio
• Manage the reception area to ensure telephone and mailing communications both internally and externally to maintain professional image.
• Provide general support to visitors
• Negotiate the purchase of office supplies and some equipment; maintains cost tracking, submits purchase order requests and works with the Finance Department when necessary.
• Ensure that the facility is consistently maintained in a professional manner.
• Assist the HR team when needed with the event planning, employee functions, interview scheduling and coordination
• Maintain the building safety initiatives following HSE requirements.
• Develop and coordinate safety policies for employees
• Ensuring all relevant H&S training / provisions are up to date and adhered to.
• Manage and organize the annual archiving
• Design and implement procedures/office administrative systems.
• Manage office budgets as directed by Director or Facilities, ensure accurate & timely reporting
• Schedules and coordinates employee desk moves, including new hires and all departures.
• Manage all incoming and outgoing mail. Packing and shipping through couriers will also be a requirement.
• Manage all travel policies and procedures for NCW organization.
• Manage travel arrangements for office including domestic and international flight, hotel and transportation booking for employees and visitors.
• Manage all aspects of relocation of a new employee when relocation is offered.
• Assist with various projects and support the Executives in administrative tasks
• Help prepare and/or distribute documents for meetings or presentations
• Order meals both catered and non-catered for departments as requested.
• Manage the administration of Employee Morale budget, Team budget and expenditure

WHAT YOU’LL NEED TO BE SUCCESSFUL

• Bachelor’s degree or equivalent or an equivalent combination of education, training, and experience
• 3+ years of experience in Office Management
• Experience of Office re-locations
• Strong communication skills, both written and oral
• Excellent customer service skills, as well as a positive, calm demeanor are essential
• Self-motivated to proactively improve the studio culture and facilities
• Ability to work independently and successfully in an ever-changing, fast-paced team environment
• Outstanding organizational skills and a strong attention to detail
• Proficiency with Microsoft Word, Excel, Outlook, and Visio
• Efficient and effective multitasking skills
• Strong team player