The Joint Administration of the Consulate General of Denmark and Permanent Mission of Denmark to the United Nations in New York is hiring a full time Front Office Manager.
In this position, you will be part of a dynamic, international environment consisting of several teams working closely together: Trade Council, Invest in Denmark, Culture and Press, Consular Services and the UN Mission. Besides the staff in New York, you will be working with colleagues in various missions in North America and our headquarters, the Ministry of Foreign Affairs, in Copenhagen.
The Front Office Manager will be part of the Joint Administration team and will work closely together with another Front Office Manager. The job will have wide-ranging tasks and responsibilities, including running the office, administrative work, and being a key contact for internal departments at the Consulate General and the UN Mission. You will report to the Head of the Joint Administration.
In this position, you will be serving as the point person for our office, including being responsible for day-to-day office operations, answering phone calls, greeting visitors, organizing and scheduling meetings/appointments, ordering supplies, managing relationships with vendors and service providers and maintaining an upbeat office atmosphere. As Front Office Manager, you would also participate, as needed, in smaller projects. Sitting in the reception, you will be the first person guests interact with, when they visit our office, so you should be positive and people-oriented.
The Front Office Manager should also have a flair for organizing and managing office operations, procedures, and equipment. You should also have strong, professional communication skills, both internally and externally. Experience with public relations or the ability to lead or help coordinate events would be an advantage.
Your skills and success criteria:
As Front Office Manager, you are measured on the value you create for the office and your colleagues, your reliability and level of service as well as ability to communicate clearly and openly.
You have a positive personality and are service-oriented, professional, self-motivated and appreciate a highly energetic work environment where we continuously strive to create value for our clients, support each other, work smarter, look for innovation, and have fun.
Working in an environment where the agenda can easily change, we are looking for a person who is flexible, open-minded and can think out of the box.
Customer and service-minded
A team player, yet able to work independently
Flexible and able to prioritize
Proactive, takes initiative and follows through
A problem-solver, innovative and solution-oriented
Reliable and consistent in your work
Requirements for the position:
Minimum 1-3 years professional experience with office management
Service-minded and positive outlook are essential
Ability to work on multiple projects at once and to meet deadlines
Super user in Microsoft Office - Excel, Word and Outlook
Fluent in English (written and spoken), and ideally also Danish.
Administration experience (e.g. logistics, IT, planning, project management)
Knowledge of accounting and budget management would be an advantage
Experience with ERP systems and bank payments would be an advantage
Experience with event coordination also an advantage
Necessary personal characteristics
Ability to work under pressure
Focused, solution-oriented and efficient
Interdisciplinary cooperation, ability to work with cross-functional teams
You want to be helpful and seek to lend a hand
The position is to be filled as soon as possible. The position is on a contract basis and initially offered for a 2-year period (with possible extension).
Application and recruitment process
To apply for the position, please send your application (cover letter, CV, recommendations and references) in English to The Consulate General in New York at firstname.lastname@example.org marked “Front Office Manager Application: Your name” no later than July 4th 2017.
Selected candidates will be invited for interviews – expected to take place during July. Interviews could also be held through video calls (e.g. Skype, FaceTime).
The chosen candidate must present a “No Criminal Record” and pass security clearance by the Danish authorities prior to appointment.
The Consulate General attaches great importance to equal opportunities for all and therefore welcomes applications from all qualified persons regardless of race, sex, religion, age or disability.