Associate, Business Manager

Description

About this role

Office Manager

The Switzerland Office Manager is a member of the Swiss Country Management team that organizes and provides support to the Country COO, Country Manager and acts as a point of contact for the local offices.

The role is an important advisory and interface function between the Business and internal corporate service providers (e.g. Facilities Management, HR, IT, Finance) and is focused on the office coordination in a wider sense with corporate teams, the business activity through fulfilment of corporate standards, local regulatory requirements and employee’s needs.

This role is designed to leverage our centralised operating functions but is tailored to the local office needs, premises and staff.

Main responsibilities:

- Health & Safety / Security: Owns the relationship with the Corporate Security and Health & Safety to ensure the office’s ability to meet the local relevant Health & Safety requirements, e.g. execution of annual Fire Evacuation Exercise.
- Business Continuity: Responsible Business Continuity Coordinator for the local offices in Zürich and Geneva, closely collaborate with responsible Business Continuity Management team to ensure annual plan update and approval
- HR administration support: Partners with HR to guide staff follow the centralised HR support model and support with fulfilment of local HR activities such as, assist with the local employee on-boarding and provide support to new hires (share local resources, office access etc.), assisting with local documentation needs.
- Facility Management/Workplace Experience: Partners with the local Front Desk and workplace experience team to ensure smooth delivery of the local workplace service delivery model, this includes management of desk planning and seat allocation of existing staff and new staff.
- General Support: Acts as first point of contact for local employees and help them navigate the firm, assists with implementing local initiatives and coordinate with the wider office manager group across the region, maintain local office management procedures following firm’s guidelines and BlackRock (BLK) standards, identify local issues and potential solutions, inform the COO and Country Manager and escalate it to the corporate areas to implement the specific solution.
- Finance Process Governance: Manage, and control different Finance tasks via COUPA, KY3P, SVM. This includes managing the local invoice process, liaising with the BLK’s accounting team and with external vendors as per BLK standards, staff education on the process and team ownership, control of payments, direct debits. T&E/Concur guidance of issues and advising on handling of AMEX cards following the global process. Collaborate with Business Management team to monitor the T&E, expense budgets and forecasting from a country perspective, to facilitate the Country Manager with a clear view of the cost of that specific office.
- Technology/Mobile Devices: Partners with internal Desk Side Support and regional Technology Leads to assist with local technology needs and escalation of issues. Represent the offices and employees on technology service reviews, assist with deployment of global projects such as migration to VDI, Windows 10 upgrade policy change. Manage mobile device requests, mobile devices, and subscriptions in collaboration with responsible teams at BLK.
- Policy Keeper/Office Infrastructure: Play a role as a local policy keeper (licenses, and other procedures) to keep the branch /entity in good standing. Coordinate with the EMEA Office Management group that standard procedures are aligned among the different offices and local nuances included in them.

Knowledge & Experience:

- Experience in office management
- Self-motivated, and a team player while able to work autonomously
- Experience in the financial industry or global company working environment with a good understanding for an international process matrix
- Execute tasks proactively while assessing potential risks and communicating accordingly with the team
- Fluency in both German and English, written and spoken
- Strong interpersonal skills and ability to communicate information in a clear manner

Skills & Competencies:

- Excellent communication and interpersonal skills with a good sense for strategy
- Demonstrate strong multitasking skills in a fast-paced environment
- Problem solving skills, analytical and conceptual in thinking
- Reliability and discretion due to highly confidential matters
- Ability to take on emotional ownership while keep on being pragmatic and best practices oriented
- Resilience
- Proficient IT skills - all Microsoft office products
- prioritization and time management skills

Our benefits

To help you stay energized, engaged and inspired, we offer a wide range of employee benefits including: retirement investment and tools designed to help you in building a sound financial future; access to education reimbursement; comprehensive res