Global Office Manager at Prodigy Finance

You will be responsible for creating a consistent and stable, global office environment (across New York, London, Cape Town and India) that facilitates seamless communication, supports productivity, encourages creativity and is aligned to the greater company goals & values. (International, Innovative, Smart, Accountable, Energetic and Fun).

• Ensure Prodigy staff have a reliable, approachable team of people to contact for all office logistical requirements
• Ensure all admin and tasks associated with creating our desired office environment are in place
• Ensure the office environment across the organisation is consistent with company culture, values and company goals
• Ensure workspaces support productivity and well-being and are conducive to creative workflow and problem solving, by being organised, clean, functional and comfortable
• Work closely with IT support to ensure all communication channels work and are operating effectively
• Enable opportunities for staff to feedback and make suggestions about office operational requirements and improvements
• Update and monitor insurance and leases with the help of the Finance Team
• Work closely with the Finance Team on the management of payments to vendors and cash flow in the Office Operations Department
• Manage office vendors and suppliers (lunches, yoga instructors, pilates trainer etc)
• Manage the cleaners to ensure the office spaces are clean and presentable at all times
• Manage the annual office budget across the three locations
• Ensure all required ongoing maintenance is carried out throughout the office. (ad hoc maintenance as well as schedule AC maintenance) 
• Act as the company contact person for the landlord and consult them regarding any building related matters

Health & Safety

You will be responsible for ensuring health and safety compliance across all our offices.

• Manage the health and safety across the three offices to ensure the required health and safety requirements are in place
• Ensure we stay compliant in all areas pertaining to Workplace Health and Safety. Manage the respective Health and Safety Committee [also known as the Dukes of Hazard] to ensure all team members are trained and equipped to manage emergencies
• Work with the People Team to manage any injuries on duty
• Run regular fire drills
• Manage communication and procedure with Cape Town ADT security. Ensuring guards are always on duty as per the schedule and raise any concerns to ADT management.

Workplace Wellness & Culture

You will be working closely with other members of the People Team to ensure successful implementation of all wellness initiatives, ensuring the in-office benefits and events are in line with the wellness strategy for Prodigy Finance.

• Work closely with the People Team to ensure all wellness initiatives are implemented and supported when required
• Ensure office benefits [such as lunches, exercise, gym memberships etc] are in line with the wellness strategy
• Seek suppliers [wellness day organisers etc] when required
• Ensure snacks and office supplies are ordered and readily available on a daily and weekly basis
• Manage the office supplies and ensure there is no excessive use or loss
• Manage all logistics related to Company Update 
• Plan and run the monthly Milestones celebration in Cape Town and ensure the same is being done in London and New York
• Ensure all culture initiatives are mirrored in New York, London and India, as far as possible
• Proactively identify opportunities to implement and run wellness and culture initiatives throughout the organisation
• Identify special holidays [cultural and religious] which need to be celebrated and recognised across the business

Take-on, Induction & Onboarding

• Take-on of all staff effectively managed in conjunction with IT support
• Ensure that every new starter has a BEAUTIFUL first day at Prodigy [laptop & welcome pack, email address active, access to relevant systems, buddy, up to date onboarding packs etc...
• Ensure that you have partnered with each Line Manager to create an onboarding plan and document for each new joiner [ensuring that they cover the basics] and that they feel clear on what is expected in the first month
• Ensure we run a world class induction programme
• Track insights from 30 day check-ins, feedback to People Leadership team, and use to improve processes

Ad hoc tasks

As two consecutive days in the office will never be the same, there are multiple ad hoc tasks which you will be responsible for.

• Assist with the organisation and planning of the annual Prodigy Finance summit/ conference
• Plan and organise company events throughout the year together with Ministry of Fun
• Manage any office moves or renovations when required
• Proactively identify opportunities to improve the working space
• Work closely with the heads of each department to make sure their working space is productive and collaborative according to their needs

Manage your team

• Manage 2 Office Cleaners
• Manager London Office Manager and New York part time Office Assistant

What you need to be great at

• Organised and proactive with strong attention to detail and an unswerving focus on quality. Able to multitask, project manage and prioritise
• A good sense of humour, positive outlook, highly likable, upbeat and energetic 
• Exceptional interpersonal and communication skills; empathetic, flexible and professional. Able to build rapport and trust with colleagues and suppliers
• High EQ; can read people, excellent listening skills, patience, motivation to understand the needs and wants of others
• Ability to work autonomously without micro-management; possess the inner drive to set and deliver work in a timely fashion. Can see what needs to be done and breaks down tasks and problems into manageable components independently
• Bias to action, self-motivated with a can-do attitude; flexible, able to thrive in a relentlessly fast-paced environment where not everything is perfect (yet!). Able to think outside the box and actively seek solutions to problems
• Strong desire to assist others and put your hand up for additional responsibilities when needed
• Start-up DNA. Resilient, able to get things done and work hard in a relentless and fast paced environment
• Global citizen; keen interest in working with multiple cultures, thirst for learning about philosophies, cultures, social behaviours and education systems of other nationalities and countries

Who we are looking for; track record must haves

• 4+ years’ experience in an Office Management role within an organisation of 150+ employees
• Management experience
• Demonstrable track record in a role where you have taken responsibility for building and maintaining (to a very high standard) administrative systems as well as interact with a wide range of people, internally and externally
• Proficiency in Microsoft Office, Google Apps, video conferencing and other web applications