Allwyn is looking for an Office/Facilities Manager, who will be responsible for ensuring the smooth and efficient operation of the office environment, supporting the needs of the employees, and managing facilities and administrative tasks. This role involves overseeing daily office operations, managing office supplies, coordinating maintenance and repairs, supervising executive assistants, and ensuring compliance with health and safety regulations. The Office/Facilities Manager will also collaborate with internal teams and external vendors to enhance the overall office experience and maintain an organized and productive workplace.
What will you do: Office Operations:
Oversee the daily operations of the office, ensuring efficiency and smooth reception operations.
Manage office supplies and inventory, ensuring availability and replenishment.
Coordinate maintenance and repairs for office equipment and facilities.
Oversee meeting room management, ensuring spaces are booked efficiently, well-maintained, and fully prepared with necessary equipment and supplies for scheduled meetings.
Manage access badges for employees and externals who need to access Allwyn premises
Manage office keys for employees (onboarding, offboarding, changes, losses)
Serve as a point of contact for Kynero Consulting, who provide technical and security services to Bořislavka buildings and persons
Support facility improvement projects such as branding, acoustic upgrades, or furniture planning
Oversee desk allocation, seating plans, and office setup changes in collaboration with HR and IT
Lease and Sublease Management:
Act as the business owner for lease and sublease contracts.
Review incoming invoices related to leases and subleases for accuracy.
Calculate recharges (e.g., service charges, sublease re-invoicing) based on contract terms.
Provide requests to accountants for re-invoicing to contractors and sublease tenants.
Maintain lease and sublease documentation and a tracker of contract terms, expiry dates, and cost splits.
Vendor and Supplier Management:
Local oversight and management of procurement processes.
Communication with landlord, property management and other vendors for operational supplies.
Negotiate terms of service, pricing, delivery schedules, and other relevant conditions with suppliers and service providers to ensure the best value for Allwyn.
Coordinate with vendors, clients, and service providers to maintain high levels of service and quality.
Team Management and Supervision:
Lead and support the team of Executive and Office Assistants, ensuring clear direction, coordination, and effective day-to-day operations.
Ensure Assistants understand their roles, responsibilities, and have the resources needed to perform effectively.
Conduct performance reviews, provide feedback, and set performance goals for the Assistants.
Employee Onboarding and Health & Safety:
Supports the recruitment of new administrative staff and participates in conducting interviews
Assist with the onboarding of new employees, including seating arrangements, office introduction, and familiarization with office and building guidelines.
Develop, implement, and maintain health and safety policies, ensuring compliance with local regulations.
Manage emergency preparedness protocols, such as fire drills, first aid kits, and office safety procedures.
Budget and Financial Management:
Manage office-related expenses and assist with budgeting and financial planning for office operations.
Track and report on office expenditure, ensuring that costs remain within budget.
Event and Meeting Coordination:
Organize and coordinate company events, meetings, and team-building activities, ensuring they run smoothly and effectively.
Oversee logistical aspects of event planning, including catering, room arrangements, and equipment requirements.
IT Infrastructure and Technology Collaboration:
Collaborate with the Technology team to ensure IT can support important and large venues, announce calendar with key meetings on regular basis.
Collaborate with IT in case of meeting room improvements and issues.
Physical security of the building
Collaborate with the external provider of physical security to request and return access badges
What do you need to succeed?
High school diploma or BSc in administration
6+ years of relevant hands-on experience within a complex business environment
Proven experience in office management, facilities management, or a similar administrative role.
Strong organizational skills and attention to detail.
Excellent communication and interpersonal skills, with the ability to manage a team.
Ability to handle multiple tasks and prioritize effectively.
Experience in budgeting and managing office-related financial tasks.
Familiarity with health and safety regulations and best practices.
Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and office equipment.
Ability to work collaboratively with other teams, including IT, Finance and HR.
Excellent use of Czech and English
What do we offer:
Stable job in a collaborative, friendly and international team culture
Competitive salary
Annual performance-based bonus
25 days of vacation
Additional benefits – pension contribution, subsidised meals in the office building restaurant, multisport card or gym/yoga classes directly in the office, exclusive healthcare, employee discounts at Bořislavka shopping mall etc.
Company events (volunteering days, teambuilding, number of sports events sponsored by Allwyn)
Udemy e-learning platform unlimited license
Work equipment: Company Laptop, Company mobile phone + SIM Card & package of mobile data also for personal use
Prague location directly at Bořislavka metro station
Does this opportunity sound exciting to you? Then we would love to hear from you!