Job Advert: Office Manager 

Deadline for application: February 6th, 2022 

Location: Prishtina, Kosovo 

GSI is currently looking to employ an Office Manager for one of our UK based clients, who will be responsible for effectively building, retaining, and coaching a successful administration team. The Office Manager will be responsible for creating and maintaining a healthy culture for the team, building relationships with UK based colleagues, representatives, clients and customers. 

The position will be based in our Prishtina office.

We are an international based company with headquarters in London and offices in Kosovo, North Macedonia, Malta, and Romania. GSI Associates works with businesses and individuals worldwide in offering financial and consultancy services through GSI Financial (www.gsifinancial.com), staffing and managed outsourcing services through GSI Outsourcing (www.gsioutsourcing.com), and translation services in over 150 language combinations through GSI Translations (www.gsitranslations.com). 

 

1. Responsibilities and Objectives:

• Responsible for the successful planning, executing, and overseeing day-to-day operations and activities of the team 

• Developing a thorough plan of action, determining goals and objectives, and ensuring the successful implementation of the plan 

• Providing guidance and support to the team through effective leadership and management approach 

• Developing and monitoring team members’ performance, offering constructive feedback and demonstrating the desired skills and expected work ethic 

• Being able to determine areas of opportunity and the appropriate steps to improve on them 

• Setting clear short-term and long-term goals for the team and evaluating progress along the way 

• Providing feedback on an ongoing basis to the senior management team which helps in developing strategic plans and objectives 

• Organizing regular teem meetings and clearly assigning tasks 

• Effectively managing the team who will be responsible for liaising with inbound and outbound drivers, internal and external customers, workshop and warehouse. 

• Ensuring that accurate and up to date information and communications are passed to the driver to enable a safe and cost-effective service. Live de-brief drivers on return routes, capturing relevant data including standard trip sheets, returns, equipment and discrepancies – escalate where necessary. 

• Ensuring all Critical Control Points which are required on paperwork are completed and checked as part of the Food Safety culture on site. 

• Ensuring the team is taking calls and communicating issues in a professional and timely manner 

• Reporting any accidents as soon as possible and in compliance with the company’s accident reporting procedure 

• Adhering to all company policies and procedures and Health and Safety Policy 

• Carrying out other relevant reasonable management requests as required by senior management 

• Effectively monitoring all emails and customer enquiries received by the team 

• Ensuring the team responds to customer enquiries in a timely manner with a high level of communication being maintained at all times 

• Scanning and matching of all POD’s (proof of delivery notes) 

• Process daily paperwork received from all sites 

• Accurately file and archive all paperwork 

• Retrieve PODs from customer portal 

• Record and report all discrepancies receipted on Proof of Deliveries 

• Dealing with customer PDS queries in a polite and timely manner 

• Any other ad hoc duties 

• Process POD requests received via email 

• Checking of paperwork for correct completion prior to scanning especially in relation to food safety and claims (temperature, times etc) 

• DOT (Delivery on time), TAT (Turnaround time) 

• Promote a positive health and safety culture through your individual actions 

Interfaces

Internal: All staff and departments 

External: All eternal authorities and customer representatives relevant to your job role. 

 

2. Statutory Duties:

• Co-operate with your employer to enable any legal obligations to be complied with 

• Do not recklessly interfere with anything provided by the employer or others in the interests of health, safety, or welfare 

• Bring to the attention of your line manager any perceived short comings in health and safety arrangements, situations or processes that you consider to be serious or which may present danger to you or others 

• Do not undertake or request others to undertake any works for which you/they do not hold the required competency or authority to undertake, or use equipment not trained or authorised to use 

• Where your role involves the control, administration and/or handling of food product you must ensure that product safety, legality and quality systems are adhered to at all times. 

Document Issue and Access Requirements 

• Access to relevant paper and electronic medium references required to confirm compliance and continuous improvement 

 

3. Key requirements/Qualifications:
• Previous experience in office/team management or similar roles 

• Experience in a distribution/manufacturing environment 

• University Degree in management, business administration or similar; Master’s degree in a similar field will be considered an advantage 

• Experience working and/or managing a team within an administration/planning role 

• Advanced written and verbal communication skills in English due to the nature of the role – being in constant communication with Planning teams, Operations teams, and customers 

• Ability to communicate effectively with senior management and other departments 

• Extensive knowledge of management and leadership strategies, and its practical application in the workplace 

• Familiar with using fleet telematics such as verilocation and ISOtrack 

• Good working knowledge of Microsoft Excel spreadsheets and other MS Office applications; IT skills in general will be considered a plus 

• Excellent communication and customer service skills towards colleagues and customers 

• Strong understanding of performance metrics 

• Ability to delegate and to solve problems effectively 

 • Organisation and decision-making skills 

• Drive company’s engagement agenda 

• Driving continuous improvement

• Ability to work under pressure of demand, identifying immediate requirements and prioritising workloads as necessary 

• Pro-active, diligent, and positive attitude to leading the team and completing tasks 

• Ability to work effectively in a team-oriented, multi-cultural environment 

 

4. Benefits:

• Competitive salary 

• Health insurance 

• Excellent working conditions 

• Training opportunities 

• Free gym membership 

 

5. Application procedure:

If you have extensive experience and would like to be considered for the position, please send the following documents to jobs@gsiassociates.com with the subject editor “Office Manager”: 

• Updated CV in English (max 3 pages) 

• Available references 

• Please indicate your salary expectations in the email 

Deadline for applications: February 6th, 2022

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