Receptionist | Administrative Assistant

Purpose of the Role

• Serves as a welcoming and reliable point of contact for the office, working collaboratively as part of a global, multidisciplinary team.
• Provides reception, catering, and hospitality services, as well as local leadership across all aspects of employee services, including reception, catering, and hospitality; mail; stationery; office supplies; asset management; on-call duty; travel; business reception; and meeting room scheduling.
• Support the fulfillment of office health and safety requirements, such as office space assessments, investigations of food- and safety-related incidents, and the implementation of risk prevention measures to ensure that the safety of the office space and visitors is maintained.
• This role is open to candidates who are familiar with office and operational standards in a corporate setting and who are based locally, and/or have experience in a supervisory role—at least at an internal level—to ensure a positive user experience in the office related to the organization’s products and/or events, including workplace, campus, and organization-wide resources and services.
• This includes providing management support to senior leadership in the country/region, as well as assisting employees and vendors/partners in the office responsible for the same product and/or event within the organization, including workplace, campus, and organization-wide resources and services.

Accountabilities and Office Services

• Welcome clients and visitors, ensuring a professional and high-quality guest experience.
• Coordinate incoming calls and ensure that callers are properly routed within the office, maintaining a high degree of confidentiality and professionalism in interactions with clients and vendors.
• Manage vendor services, including arranging hotel accommodations, transportation, and meal plans for all visitors.
• Maintain and operate the office's printer/photocopier and other peripheral devices and technology. Maintain and operate the office's copier/printer or other similar devices and technology.
• Travel arrangements, hotel accommodations, and ticketing. Assist with booking appointments and making travel arrangements to meet the business's needs.
• Report to the office head, other members of senior management, or key stakeholders in the office, providing administrative support and advice.
• Meet and coordinate with vendors and third-party consultants, including scheduling meetings, ordering supplies, and maintaining inventory levels.
• Report on office space, business activities, and other areas of responsibility within the office.
• Assist with office maintenance and general office tasks.

Health & Safety

• Conduct fire safety inspections and ensure compliance with fire and evacuation procedures and all signage regulations. Assist the fire marshal or EHS personnel as needed to maintain all fire safety standards and approve the evacuation procedures.
• Ensure the safety of visitors, employees, and contractors. Assist emergency response teams and/or first aiders in the event of an emergency.
• Assist with periodic reviews of evacuation procedures and fire safety regulations.
• Update and check all personal protective equipment (PPE) and record all incidents and near misses.

Punctual Management

• Monitor office space and ensure the office is fully stocked with all necessary supplies and equipment.
• Maintain a comprehensive inventory of office supplies and equipment.
• Report any issues or concerns to the office manager and/or the security team.

Finance

• Data entry. Responsible for updating and maintaining the office supplies inventory.
• Purchase office supplies and stationery items and track expenses as requested.
• Manage purchase orders and process vendor invoices through the accounts payable system.
• Submit reports on time and track expenditures for each department.

Administration & Communications

• Facilitate communication with end users, staff, and clients via email and in person as needed.
• Monitor all calls and keep call logs.

Technical Requirements

• Excellent communication and interpersonal skills.
• A good understanding of the characteristics of office environments and familiarity with IT and IT projects.
• Effective problem-solving skills.
• Ability to use technology, including the MS Office Suite.
• A lack of attention to detail. Close attention to detail and strong organizational and communication skills.
• A flexible and adaptable person who can handle multiple tasks.