At JTI, we celebrate differences, and everyone truly belongs. 46,000 people from all over the world are continuously building their unique success story with us. 83% of employees feel happy working at JTI.
To make a difference with us, all you need to do is bring your human best.
What will your story be? Apply now!
Learn more: jti.com
Please apply until the 24th March
Department: Human Resources
Location: Raleigh, North Carolina
Role: Permanent, local contract
Anchor Band 20
Office Manager
About the Role
The incumbent will be responsible for leading and providing strategic direction to the office management function. This includes, but is not limited to, ensuring the smooth operation of all office administrative activities such as supervising front desk activities, managing office maintenance and supplies, guaranteeing a safe and engaging workplace for all employees, as well as being responsible for budgeting and financial reporting of office management related activities. This role offers the opportunity to make great impact on people's experience and build high-level interactions with various stakeholders in a dynamic environment.
What you will do
Administration and Office Management- Lead the office administration and activities in the Raleigh, NC office, while sharing best practices with other offices;
- Oversee the process of ordering and tracking office and kitchen supplies and equipment, while working with Global Indirect Procurement (GIP), to identify efficiencies related to office supply procurement;
- Track office inventory related to P&C and Administration and submit to Finance, as needed;
- Ensure high level of maintenance and cleanliness of the office premises at all times and liaise with the building management to resolve any upcoming issues;
- Ensure that office equipment (e.g., coffee machines, copiers) is properly functioning, and coordinate with different stakeholders, if and as needed;
- Assist with office space management and identify any necessary improvements for the office environment by organizing workplace assessments and introducing workplace initiatives, as needed;
- Drive the corporate submission and the local implmeentation of the EHS Annual Strategic Plan;
- Develop and update EHS policies and procedures, including, but not limited to, emergency plan, fire prevention, etc., in line with JTI guidelines & local regulations (i.e. Occupational Safety & Health Administration OSHA);
- Coordinate closely with key internal and external stakeholders, as necessary, including Legal, Corporate Security, Car Fleet, external vendors etc;
- Plan, organize and evaluate effectiveness of preventive EHS measures (i.e. First Aid, Office Egronomics etc.), as well as organizing EHS activities and trainings across USA to drive Environment, Health & Safety culture;
- Complete EHS related reporting activities on quarterly, annual, and ad-hoc basis, as required for local and global submissions;
- Lead the planning of regular office events, summer events, year-end holiday parties, and other company events, and ensure full successful execution while working with the office Admin Associate or Executive Assistants;
- Drive engaging activities on-site/ off-site activities to enhance people's interaction and bonding;
- Ensure a smooth planning and organization of P&C related meetings and workshops, either remote, on-site or off-site (including travel arrangements, hotel resevations, the distribution of invitations, catering arrangements, the development and distribution of meeting agendas, attendance etc.), while working closely with the Office Admin Associate;
- Drive any necessary office related communication. This includes, but not limited to, office maintenance work, visitors, events etc;
- Develop various reports, letters, spreadsheets and presentations, if and as necessary;
- Manage all vendor relations, including creation of PR/PO and ensuring accurate and timely payment of invoices to vendors in accordance with company policy, while working closely with the Office Admin Associate;
- Manage the reception area, overseeing the flow of incoming calls and visitors;
- Oversee the management of correspondence and packages, including daily mail pickup and distribution, mail delivery processing, and coordinating with staff across units to disseminate information as needed;
- Serve as a backup for front desk activities in the absence of the Office & Admin Associate. This includes answering and directing incoming calls, greeting visitors, handling correspondence and packages, etc;
- Recruit, motivate and guide the professional development of the indirect report, the Office & Admin Associate;
Who We Are Looking For
A dynamic, passionate, and result-oriented person, with:
A bachelor's degree/diploma in business administration, economics, human resources or equivalent is required;5-7 years’ experience of office administration/ assistance in mid to large corporation. Experience in working with various stakeholders and executive teams;Fluency in English language;Proficient skills in Microsoft Office applications (i.e. PowerPoint, Excel, Word, Outlook), SAP is advantageous.What We Offer
In JTI USA, we are proud to be recognized as Top Employer and awarded the Global Equality Standards certificate as we continue our dedication to equal pay and equal opportunities.
Our culture is what makes JTI USA a fun and exciting environment to work in. We value integrity, trust, empowerment, and freedom - freedom of choice, freedom of thought, freedom of expression, and freedom to be yourself.
We ask for accountability, ownership, results, and collaboration.
And we care for our people's well-being - In addition to the salary, you might want to enjoy the following:
Annual Performance based BonusEmployee Stock Purchase Plan Personal Development Medical/ Dental & Vision Plan for employee & family members.Life insuranceMatching 401(K)Paid Time Off (PTO)Paid Family Leave of 20 WeeksShort-Term & Long-Term Disability Education/ Tuition AssistanceFlexible Dress CodeSnacks & DrinksOffice Parties Volunteering Activities Employee Assistance Program - counseling, for employees & family members.In addition to other perks & benefits (i.e. fitness/ wellbeing activities, employee discounts, service awards, recognition program, etc.)
Are you ready to join us? Build your success story at JTI. Apply now!
Next Steps:
After applying, if selected, please anticipate the following within 1-3 weeks of the job posting closure: Phone screening with TA > Assessment tests > Interviews > Offer. Each step is eliminatory and may vary by role type.
At JTI, we strive to create a diverse and inclusive work environment. As an equal-opportunity employer, we welcome applicants from all backgrounds. We are committed to providing reasonable adjustments to applicants with special needs. If you require any accommodations, please let the Talent Advisor know during the selection process.