Office Manager

ABOUT VIAPLUS :
ViaPlus is a global mobility company in the Intelligent Transportation Systems (ITS) market, specializing in revenue and services management solutions for the transportation industry. Our customer operations, data analytics, and full-featured, single-account back-office technology facilitate the high-volume transactions required for seamless multimodal mobility. As a VINCI Highways subsidiary, we are committed to technical innovation and to promoting a positive mobility experience for all.
We are pioneers in the transportation transaction and mobility industry, with a decade of proven global experience in providing solutions focused on the tolling and transit industries. ViaPlus is headquartered near Dallas, Texas, and maintains offices across the United States, France, India, and Ireland. We are part of the global network of VINCI Concessions, an international player in transport infrastructure with projects in 23 countries. Our vision has evolved to provide a fully automated, end-to-end transportation solution that significantly improves revenue collection and efficiency while effectively lowering costs for our agency clients.
We serve enterprises that require high-volume, real-time transaction processing with the highest levels of accuracy, especially where revenue reconciliation and customer account management are key deliverables to the customer experience. Our flagship back-office system (BOS) enables Mobility-as-a-Service (MaaS) with a “one account” feature that supports multimodal transportation solutions. In a rapidly changing environment, ViaPlus maintains a strong focus on technology and continuous R&D to improve agency efficiencies, reduce operating expenses, and maximize revenue – all while providing exceptional customer service.
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ABOUT VINCI HIGHWAYS
VINCI Highways, a VINCI Concessions subsidiary, is a leader in road concessions, operations and mobility services. We design, finance, build and operate highways, bridges, tunnels, urban roads and mobility services on a network of more than 3,360 km in 15 countries. VINCI Highways leverages its expertise to deliver the highest performance and safety standards and provide drivers with a positive experience.
More information:

@VINCIConcess
Job Profile: Office Manager
Location: Carrollton, TX
Manager: Global Head of Human Resources
Job Responsibilities: The Office Manager ensures smooth day-to-day office operations while providing high-level support to executives. This position requires an organized, proactive, and positive individual who can oversee office logistics and handle complex tasks. Additionally, the Office Manager will oversee basic procurement activities to ensure the timely and efficient acquisition of necessary supplies and assist with office relocations or space planning projects. The ideal candidate has a strong “can-do” attitude, excels in managing competing priorities, and is comfortable interacting with all levels of the organization.
Responsibilities:
Office Management:

• Oversee all daily office functions, ensuring a well-organized, efficient, and positive working environment.
• Manage office supply inventory and ensure the office is stocked with necessary materials.
• Maintain Kitchen and break areas, including restocking, ordering groceries and supplies
• Coordinate office services such as cleaning, maintenance, etc., to ensure optimal office functionality.
• Manage ad-hoc administrative tasks, including handling incoming calls, mail distribution, and scheduling.
• Assist in office moves, expansions, or downsizing projects, ensuring minimal disruption to operations.

Executive Support:

• Provide comprehensive support to executives, including managing calendars, coordinating travel arrangements, and organizing meetings.
• Assist in taking meeting notes, preparing reports, presentations, and other necessary documents for executive leadership.
• Handle confidential information with discretion and ensure the smooth coordination of executive communications.

Employee Engagement & Culture:

• Foster a positive office atmosphere by assisting the Human Resources department in implementing employee events, team-building activities, and office-wide initiatives.
• Promote a welcoming environment for employees and visitors, providing top-tier customer service with a friendly, can-do attitude.
• Act as a go-to person for general employee questions and office needs, ensuring that all issues are handled promptly and effectively.

Budgeting & Financial Oversight:

• Oversee the office budget, ensuring cost-effective purchasing while maintaining adequate office supplies, equipment, and service standards.
• Track and manage expenditures, ensuring accurate and timely reporting for office-related expenses.
• Oversee light procurement activities such as sourcing office supplies and reviewing vendor agreements as needed.

Facilities & Safety Management:

• Ensure compliance with office safety protocols, emergency preparedness plans, and building regulations.
• Regularly inspect the office to ensure it remains a safe and clean environment for all employees.

Competencies:

• Positive Attitude:  A solution-oriented, can-do mindset that promotes teamwork and a collaborative office culture.
• Self Motivated: Takes initiatives to support staff and operations.
• Adaptability:  Ability to manage changing priorities and navigate challenges with grace and optimism.
• Problem-Solving:  Effective at anticipating needs and addressing issues proactively.
• Attention to Detail:  Strong focus on accuracy and organization in all tasks.
• Leadership:  Ability to lead by example and encourage a positive and productive office environment.

Qualifications:

• Bachelor’s degree in business administration, Office Management, or a related field.
• Five years of experience in office management, with at least 2 years supporting executive leadership
• Experience in procurement or vendor management is preferred
• Proven track record in managing day-to-day office operations, including facilities and vendor relationships.
• Strong organizational and time management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Excellent organizational and multitasking skills, with the ability to prioritize effectively.
• Strong interpersonal and communication skills, with a positive and approachable demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook) and experience using office management or procurement software.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with team members at all levels.
• Attention to detail and accuracy, especially in maintaining office records and managing expenses.
• Knowledge of facility management and health/safety regulations is an asset.
• Ability to handle confidential information with discretion and professionalism.

Supervisory Responsibilities: None
Work Environment: The work environment is typical of an office setting, with occasional travel required. The employee will primarily work on a computer and may occasionally lift or move objects up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.