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 workforce.
• Provides reception, catering and hospitality services, and local leadership across all aspects of employee services, including reception, catering and hospitality, mail, stationery, office consumables, asset management, on-call duty, travel, business reception, and meeting room scheduling.
• Support the duties of office Health & Safety requirements, such as office space assessments, food and safety-related incident investigations and implementation of risk preventive measures to ensure that the office space and visitor safety is maintained.
• This role can be filled by candidates who are familiar with office and operational norms in a corporate setting and who are based locally, and/or have experience in a supervisory role, at least at an internal level, to deliver a positive user experience in the office of the same product and/or event of the organization, including workplace, campus and organization-wide resources and services.
• Also includes being a supportive management support to the senior management in the country/region, and providing assistance to employees and vendors/partners in the office of the same product and/or event of 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 callers are appropriately routed in the office with a high degree of confidentiality and professionalism of contacts with clients and vendors.
• Manage vendor services, including providing hotel, transport, and dietary accommodations for all visitors.
• Maintain and operate for the office’s printer/photocopier, and other peripheral devices/technology. Maintain and operate for the office’s copier/printer or other similar devices/technology.
• Travel arrangements, hotel accommodations, and ticketing. Assist with booking appointments and arranging travel arrangements to meet the requirements of the business.
• Report to the office head or other senior management or key stakeholders in the office, providing administrative support and advice.
• Meet and coordinate with vendors and third-party consultants, including planning meetings and ordering supplies, and maintaining stock on hand.
• Report on the office space and business activities and other areas of responsibility within the office.
• Assist with office maintenance and general office tasks.

Health & Safety

• Conduct fire safety checks and maintain fire/evacuation procedures and all signage regulations. Support fire marshal or EHS personnel as required to maintain all fire safety standards and sign-off on the evacuation procedures.
• Ensure safety of visitors, employees, and contractors. Assist emergency response teams and/or first aiders in the event of an emergency.
• Assist with periodic checks on evacuation procedures and fire safety regulations.
• Update and check all personal PPE equipment and record all incidents and near misses.

Punctual Management

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

Finance

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

Administration & Communications

• Facilitate correspondence with end users, staff, and clients by e-mail, and in person as needed.
• Monitor all calls and maintain call logs.

Technical Requirements

• Excellent communication and interpersonal skills.
• Good knowledge of the properties of office environments and familiarity with IT and IT projects.
• Effective problem-solving skills.
• Ability to use technology including MS Office Suite.
• Keen attention to detail. Close attention to detail and strong organizational and communication skills.
• Flexible and adaptable individual can handle multiple tasks.