Receptionist | Administrative Assistant

Tasks

• Serves as a welcoming and reliable point of contact for the office, working independently as part of a global, multinational vendor management team (or teams) to support our students and partners and coordinate efforts for colleagues and clients.
• Provides well-organized, high-quality support to the CRO Manager, the Head QMS Lead, and their back-office team, including email correspondence, client communication, and scheduling.
• Aspects of employee services, including reception, phone calls and voicemail, mail, calendaring, office administration, records management, security, and file management, as well as small work assignments involving systems, procedures, and resource management.
• Supports the implementation of improvements to workplace health and safety, both in the office and on the job, and leads project activities in coordination with the Health & Safety Manager.
• Performs and completes general administrative office tasks, filing, invoicing, and database-related work.
• Reception and Office Services:
  • Warmly greet customers and visitors and ensure that a professional, welcoming, and high-quality guest experience is provided.
  • Coordinates incoming and outgoing calls, as well as requests for meeting rooms and telephone services.
  • Assists the Head QMS Lead with scheduling, administrative tasks, and events.
  • Manages and maintains travel reservations, the calendar, and the database.
  • Coordinates incoming suppliers with customers, contractors, and visitors.
  • Handles requests for electrical services, including scheduling.
  • Assists the CRO Manager with specific customer responses and external billing in accordance with the guidelines.
  • Greets visitors, responds to all inquiries from the customer service offices, delivers messages, and provides assistance as needed.
  • Reconciles accounts and invoices with customers and partners—documents transactions, compiles cost data, and provides information to support the finance departments, audits, and regulatory compliance, as needed.
  • Prepares and distributes internal and outgoing materials for the office's daily operations.
• Health and Safety:
  • Assists the CRO Manager in maintaining a safe and healthy work environment, including conducting routine inspections.
  • Monitors and updates records related to the fire safety plan, fire drills, and safety equipment.
  • Helps ensure compliance with regulations regarding the workplace, personal protective equipment, and risk management.
  • Swapping and arranging the rooms.
  • Analysis of data regarding the general provision of PPE to employees.
• Administration and Changes:
  • Assists the CRO Manager with inventory exchanges, changes, and material changes.
  • Helps with the tracking and inventory management of equipment used in the office, building development, and projects.
• Event Management:
  • Carefully organize office meetings, including volunteer and general programs, for client and gift packages.
  • Supports efforts to address customer-driven initiatives, in collaboration with other offices where opportunities arise.
• Finance:
  • Helps with the approval of purchase orders.
  • Regularly maintains statutory and supporting accounts within the network and the financial database.
  • Maintain inventory logs and records so they are readily available.