Office Manager – Bellevue CS

Booking Holdings Inc. Bellevue, WA
We are looking for an Office Manager to join our Office Management team in Bellevue, WA (Factoria). This is a full-time position (40 hrs/week).


As an Office Manager, you are responsible for supporting the daily management of the location(s) as part of our office support team for The Americas. This includes remote support as a fixed responsibility, mobile support between our offices or sometimes just as a back-up for an Office colleague. The core tasks of the admin are to be the first point of contact and to facilitate the smooth day-to-day running of the office including; internal and external questions, supporting in-company processes and communication. You are performing in an autonomous manner and are able to pro-actively communicate on planning, results, and ideas as part of the office support team.

Main responsibilities include but are not limited to:

* Gatekeeper, Front Office Management

* Provide single point of contact regarding all reception and office matters and action all queries

* Meet and greet visitors; sign-in procedure

* Answer incoming telephone calls in a timely manner

* Allocate building access fob/key/pass and ensure its return

* Assist with New Starter first day requirements

* Distribute and manage incoming and outgoing mail for business and employee's private capacity, including arranging courier requests

* Know and be able to act on Dawn Raid Guidelines

* Maintain Welcome Visitor's Guide

* Provide backup corporate travel support and act as a member of the North America Travel Team

* Assist local management in all necessary paperwork following local rules and regulations

* Complete monthly expense reports for management team in the Concur Travel & Expense platform.

Finance, HR, Real Estate and IT Support:

* Facilitate Finance Procedure; examples: scanning invoices, attending to supplier queries, check for irregularities

* Working knowledge of all Finance and IT processes and roles

* Facilitate Helpdesk queries – raise Jira for phone problems, voicemail resets, IT issues

* Assist with coordination of facilities for all new starters including desk allocation, PC/laptop, phones, email accounts and office access

* Assist area manager, senior account managers and Real Estate Team in case of the opening of seasonal offices, refurbishments or office moves

* Network and establish relations with colleagues and other departments.

Day to Day – Smooth Running of Office(s):

* Manage dedicated Reception Inbox

* Establish/maintain office filing systems

* Order office supplies and consumables and manage stock control

* Internal distribution of company promotional items and printing materials, business cards

* Arrange ad-hoc lunches when required; examples: working lunches, external meetings

* Provide ad-hoc admin support such as scanning, laminating, printing and binding

* Walk the floor and inspect for handyman works, printer stations are up to date, general housekeeping standards are in place, furniture and machines are in working order; time management

* Manage office cleaners to ensure canteen and tea points are kept tidy and fully stocked

* Ensure meeting rooms are set-up and ready for use; examples: VC, flipcharts, projector, bins, stationery

* Support H&S process to ensure compliance with local regulations is maintained

Supporting OM and Remote Locations:

* Support OM/team in supporting other remote locations

* Manage day to day requests from remote locations/team and to ensure compliance of facility agreement is upheld

Travel Office:

* Assist with travel requests, ex: car hire request; train booking; hotel booking; airline booking

* Working knowledge of travel policy and expense policy guidelines

Event Support:

* Facilitate global celebrations; examples: Friends and Family Day, Summer party, ad-hoc record celebrations;

* Freaky Friday communications to office and arrangements;

* In-house Hotel Workshops /breakfast meetings/ team meetings.

Qualifications / Required Skills and Profile:

* Strong skills in Microsoft Office

* Concur Travel and Expense Platform

* Good typing skills

* Strong analytical skills

* Internet Savvy

* Must be a highly motivated individual with the ability to multi-task effectively, well organized and flexible in a changing and dynamic environment

* Ability to work well under pressure, with minimal management support

* Excellent interpersonal, telephone and customer service skills

* Excellent verbal and written communication and problem-solving skills

* Able to set up comprehensive digital and hard copy filing

* Ability to travel regularly to local offices in the Seattle area

* Self-starter

* Solution driven

* Service oriented / Hospitality

* Multi-tasker

* Organized, but adaptable

* Eye-for-detail

* Friendly

* Good communicator and negotiator

* Discrete

Required Education and Experience:

* 3 to 4 years experience in office management/team support; call center or large company experience strongly preferred

* High school diploma or equivalent

* Associates or Bachelor degree preferred

The hiring company (USA) Inc. is one of BV's and/or BookingSuite BV's support companies in United States. (USA) Inc. is looking for a Office Manager - Bellevue CS. BV is the company behind™, the market leading online accommodation reservation service in the world. BookingSuite BV is the company which operates's™ newly established Accommodation Marketing Services division. All references to "" refer to BV.

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