Office Coordinator

A Career at HARMAN

As a technology leader that is rapidly on the move HARMAN is filled with people who are focused on making life better. Innovation inclusivity and teamwork are a part of our DNA. When you add that to the challenges we take on and solve together youll discover that at HARMAN you can grow make a difference and be proud of the work you do every day.

Introduction: A Career at HARMAN Corporate

Were a global multi-disciplinary team thats putting the innovative power of technology to work and transforming tomorrow. At HARMAN Corporate you are integral to our companys award-winning success.

• Enrich your managerial and organizational talents from finance quality and supply chain to human resources IT sales and strategy

• Augment your comprehensive skillset with expert training across decision-making change management leadership and business development

• Obtain 360-degree support throughout your career life cycle from early-stage to seasoned leader

About the Role

As an Office Manager you will be responsible for managing all facility related activities to ensure a smooth and efficient operation maintaining office supplies coordinating maintenance and repairs and ensure a safe and comfortable working environment. You will work closely with all Divisions and teams to support with their needs and facilitate effective communication. You will also manage the car fleet creating and implementing policies ensuring compliance with company regulations. The Office Manager is part of the EMEA Facility Management Team and will report to the Facility Manager and will have as direct report the Reception position from Budapest office

What You Will Do

• Ensure that company sites are well-maintained developed and services in an efficient and effective manner.

• To keep contact and liaise with building owner building management and other subcontractors regarding non-IT office related issues and request.

• To operate all related issues from supplier and employee side as well.

• Settlement of invoices (description requests for acceptance of costs preparation of documents for settlement capturing all documents related to the Facility Department).

• To ensure all works are conducted within budget parameters by the most efficient means whilst ensuring quality is maintained.

• Control the progress of work orders.

• Track and report budget variation with corresponding explanations.

• Liaise with business leaders and other interested parties in progressing work requests and problem solving facilities activity.

• Organizing the office cleaning and gardening services keeping direct contact with cleaning company.

• Scheduling of office maintenance repair and conversion works operational support of planning and physical implementation.

• Establishing enforcing and keeping up-to date of physical security requirements for the Budapest office based on information security TISAX regulations (access control visitor registration other protective measures and equipment along the different kind of security zones).

• EU car fleet management: providing operational support and keeping direct contact with the leasing company in connection with the European car fleet (maintaining and updating the European car fleet database; operational support of car rental; fuel card request fine handling leasing request administration invoicing pool car administration OEM discounts Car Reference Models).

• EU Car Fleet Reporting: develop and perform regular fleet reporting and car policy compliance checks within the EU Fleet.

• Managing and allocating of external and internal parking spaces at the Budapest site level keeping a direct contact with the parking company (access management invoicing).

• Local mobile fleet management: providing operational support and keeping direct contact with a mobile service provider in connection with the Budapest mobile fleet (mobile requests fee packages roaming services importing and exporting phone numbers to the company fleet).

• Becomes acquainted with and applies correctly the legislation the general and specific norms in the field of occupational safety and health and the different procedures in accordance with the specific nature of the workplace.

• Carries out his/her activity at the workplace in compliance with the occupational safety and health norms the fire prevention and extinction norms the health and individual hygiene norms at the workplace.

• To comply with supporting all health and safety requirements including the supervision and control of third parties.

• To take responsibility for your own Health Safety and Welfare and that of others who may be affected by what you do or fail to do whilst ensuring compliance with the companys Health and Safety Policys and Procedures.

• Organizing training for the employees in the Budapest site regarding Health and Safety.

• To comply with all environmental waste and energy management requirements including the supervision and control of third parties.

• Being in charge to develop office policy and assure continuous improvement of the workplace training of new employees in relation to office rules.

• Process responsible to assure continuous office supply availability and high level of excellence in office operations.

• Plan and organize the Reception to ensure business needs are met. Taking care of the smooth work of the reception staff. Replacing the Receptionist if needed.

• Introduction and day-to-day operation of the booking application on the managed sites (education and support of employees regarding use reporting of emerging problems to Smarten Space) as well as creating and maintaining the physical conditions for flexi/hybrid working

• The experience gained from the implementation of the desk booking application will be leveraged to support other HARMAN facilities in Hungary such as the Shared Services Center. This will involve sharing best practices conducting training sessions and providing ongoing support to ensure a smooth transition and effective use of the booking application. Supporting other facilities will also include the implementation of the physical conditions necessary for flexi/hybrid working. This encompasses the setup of workspaces ensuring the availability of appropriate resources and creating an environment that supports the flexibility and mobility of the workforce.

What You Need to be Successful

• Bachelors/Masters degree in Economics or related disciplines.

What is Nice to Have

• Native Hungarian language knowledge is a must.

• Business English fluency (written & spoken).

• Offers the highest level of service to Executives and other leaders.

• Having a proactive goal oriented approach to decision making.

• Demonstrates a proactive and collaborative approach to troubleshooting and problem solving.

• Capable of handling multiple projects/initiatives simultaneously and executing to completion.

• Proven team player with excellent communication and interpersonal skills who can effectively work with all levels of a global matrix organization.

What Makes You Eligible

• Be willing to work in an office in Budapest.

• Be willing to travel to other offices from Hungary.

What We Offer

• Flexible work environment with a culture encouraging work-life integration and collaboration in a global environment.

• Access to employee discounts on world-class HARMAN/Samsung products (JBL Harman Kardon AKG etc.).

• Extensive training opportunities through our own HARMAN University.

• An inclusive and diverse work environment that fosters and encourages professional and personal development

• Be Brilliant employee recognition and rewards program.

• Work on best-in-class emerging technologies and an atmosphere that motivates you to give your best.

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HARMAN is proud to be an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard torace religion color national origin gender (including pregnancy childbirth or related medical conditions) sexual orientation gender identity gender expression age status as a protected veteran status as an individual with a disability or other applicable legally protected characteristics.