Office Manager

Base: Kavacık, Beykoz - ISTANBUL

Reporting to: Managing Director

Royal HaskoningDHV is one of Europe's leading project management, engineering and consultancy service providers, ranking globally in the top 10 of independently owned, non-listed companies and top 40 overall employing nearly 7.000 professionals providing services worldwide from 100 offices in 35 countries. In June 2012, Royal HaskoningDHV acquired a majority share in Turkish based ELC Group with offices in Istanbul. The company carries out projects in planning and transport, infrastructure, water, maritime, aviation, industry, energy, mining and buildings. In combination with its international office network, Royal HaskoningDHV delivers world-class solutions locally to clients around the globe, for the public and private sector.

The Role:

In this role you need to be comfortable being independent and making decisions. You will interact with employees at every level within the whole organization, including offices abroad.You will ensure that operations run smoothly according to the company policies. You will ensure that vendors and suppliers are appropriately managed and continue to meet the needs of the company. You will have the flexibility to implement new procedures and systems, in line with the corporate procedures to improve the smooth running of the office.

This position will suit you if you have a lot of attention for detail, a committed work attitude, self-directed,communication skills, result and target driven. In addition, you have the ability to thrive in a highly pressurized and dynamic environment, you are able to think ahead, identify new opportunities and create new and innovative approaches to work related issues.

The position includes providing full personal support to the managing director and managing some support staff.

• Effectively coordinating the day-to-day operations of a 50 person office,
• Act as line manager for support staff, including IT, receptionist, secretary and canteen staff to ensure the support is effective and efficient to the company’s operational needs and fee earning staff are given full support,
• Being a central point of contact and information in the office, writing team e-mails, memo’s, etc.,
• Liaising with overseas offices regarding ICT, Marketing, HRM, Operational Services, etc.,
• Liaising with local health & safety department, finance department, ICT service provider,
• Building good relationships with vendors, evaluation of suppliers,
• Maintaining & updating CRM database, policies, manuals,
• Arranging meetings & managing events such as celebrations, team building events, board members and executives visits,
• Recording office expenditure and managing financial budgets for support services, negotiate contracted business services, in accordance with company purchasing policies and budgetary restrictions.
• Organising the office layout and maintaining supplies of stationery and equipment,
• Coordinating work permits, visa’s, international travel procedures,
• Finding ways to make the organisation more productive by providing effective methods in its business operations,
• Reviewing, maintaining and verification of all company insurances and staff insurances,
• Maintaining & updating the client database,
• Marketing and social media activities,
• HR recruitment activities: Job advertisements, arranging interviews, new starters introduction, etc.,
• Create, review and implement business procedures and company policies and ensure that these policies and procedures evolve with the company, updating them as necessary,
• Organising and attending management meetings,
• Full personal assistant support to the managing director,

Qualifications and Experience:

• University degree in a relevant subject,
• At least 3 years of relevant experience,
• Excellent Turkish and English language skills, Dutch will be an advantage,
• Strong computer and Internet research skills,
• Highly organized, ability to prioritize, solve problems and make decisions in an effective and timely manner,
• Flexibility, ability to multi-task, work under pressure,
• Ability to work well with all levels of internal management and staff, as well as outside suppliers,
• Male candidates must have fulfilled their military service,

Desirable:

Relevant experience in an international company.