Office Manager

Office Manager

We are looking for an Office Manager to join our dynamic team to oversee and support the components of our sites and regional office. This function will maintain administrative functions and systems, while working closely with other departments as required.

Who we are

NewCold is a service provider in cold chain logistics with a focus on the development and operation of large, highly automated cold stores. NewCold strives to be crucial in the cold chain of leading food companies, by offering advanced logistic services worldwide. We use the latest technology that empowers our people, to handle food responsibly and guarantee food safety in a sustainable way. We challenge the industry, believe in long-term partnerships, and deliver solid investment opportunities that enable next generation logistic solutions.

As the Office Manager your main duties will be:

Administrative Support

• Coordinate meetings and align schedules.
• Prepare business documents, reports, presentations, and correspondence.
• Manage stock levels of office supplies and additional purchases upon requests.
  

Meeting and Event Coordination

• Organise internal and external meetings, including agendas and logistics.
• Take minutes and track follow-up actions.
• Coordinate corporate events, board and leadership team meetings, and off-site sessions.

Travel and Expense Management

• Arrange domestic and international travel (flights, hotels, transport).
• Process and reconcile expense reports.
• Approve and manage the use of company vehicles.
• Manage travel card expenditure.

Project and Task Oversight

• Support project planning and execution.
• Track deadlines, deliverables, and follow-ups.
• Assist with research and data collection.

Communication and Liaison

• Addressing correspondence, complaints and queries regarding office management issues.
• Act as a gatekeeper for the executive's time and communications.
• Liaise with internal departments, clients, and external stakeholders.
• Draft, proofread, and distribute communications.
  

Organisation of International Visitors

• Coordinate with internal teams to define visit objectives and schedules.
• Arrange travel, accommodation, and visa support.
• Prepare welcome packs
• Organise airport pickups and local transportation.
• Schedule meetings, site tours, and hospitality.

Support in the Preparation of Customer Information

• Collaborate with commercial and operations teams to gather relevant customer data.
• Assist in preparing monthly presentation materials.
• Ensure accuracy and professionalism in all customer-facing documents.
• Maintain and update CRM systems or customer databases as needed.

Provide support with any additional ad hoc duties as required.

Skills & Qualifications:

• Qualification in Business Administration or min. 3 years' experience in office administrative role
• Office management/administration
• Advanced Microsoft Office skills
• Coordination/event planning
• Excellent written and verbal communication skills
• Excellent ability to work as an effective team member
• Holds a current valid driver's license

Can we welcome you on board as our new Office Manager and help continue our successful growth?