Admin Assistant

Job description

Duration: Full time, permanent

Salary: 3,200 PLN - 4,500 PLN Per Month

HOW YOU WILL MAKE A DIFFERENCE

As the first point of contact for visitors you will represent us as a professional organisation that will emphasise confidence in our capabilities.
As the Administrative Assistant you will assist in the overseeing of the general management of the office, operational efficiency and effective communications.
Liaise between regions and staff to provide information, answer questions, and respond to requests.
Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience

WHAT YOU WILL BE DOING

Welcoming:

• Presenting the business in a professional manner
• Greeting and welcoming visitors to the office, ensuring they sign in the visitor's book
• Notifying the health and safety representative where a safety induction may be required
• Informing the relevant team member of their arrival
• Monitoring and ensuring that your reception area is kept tidy and projects a professional image
• Keep a record of staff and visitors signing in and out of the building
• In the event of a fire and/or any other emergency direct staff to leave the building
• Being responsible for ensuring that the visitors book and staff movement sheets are removed from Reception and taken to the outside meeting point
• Checking and signing for deliveries, before informing the relevant member of staff of their arrival

Telephones:

• Managing and monitoring
• Operating our switchboard - receiving and transferring calls, announcing callers
• Acting as a barrier for unwanted 'cold' calls
• Ensuring all voicemail messages to main office number are taken and directed to staff members
• Maintaining and ensuring that the switchboard and after-hours messages are appropriate
• Reporting telephone equipment and line faults to the IT team
• Training all new staff in the operation of the telephone system, as part of the new staff induction process
• Taking a pro-active approach to ensure everyone is properly trained on making full use of the system
• Reviewing and updating on a regular basis the staff contact and telephone extension lists

Facilities:

• Keeping things running
• Open the offices in the morning and lock the front door in the evening, setting the alarm
• Ensure the front entrance of the building is presentable sorting / reporting any problems
• Check cleanliness of the office interior and sorting / reporting any problems
• Ensure the kitchens are stocked with milk, sugar, tea and coffee, water and soft drinks etc.

General / Administrative:

• Supporting business functions
• Announcing visitors to site
• Supporting with company events and communications
• Facilitating and coordinating travel arrangements – from hotels to planes, trains and automobiles
• Ordering office supplies as required
• Managing the incoming and outgoing mail daily
• Managing the office calendar system for shared knowledge of the teams' absences from the office
• Scanning, filing and other administrative tasks that may help the teams

Requirements

WHAT MAKES YOU RIGHT FOR THE ROLE

Required Attributes:

• Able to communicate clearly in Polish and English – verbal and written
• Proven administrative experience
• Superb written and verbal communication skills
• Strong time-management skills and multitasking ability
• Proficient in Microsoft Office, with aptitude to learn new software and systems
• Solid interpersonal skills
• High school diploma or equivalent

Desired Personal Characteristics:

• Confident manner, good presentation skills
• Determination - not easily discouraged or put off
• Passion, enthusiasm and charisma
• Innovative – prepared to see beyond how it has been done before
• Positive outlook – always sees opportunity through any adversity
• Resilient – ready to bounce back from any challenges
• Assertive – gets things done when they need to be

WHAT WE ARE ABOUT

Western Global is the world's leading supplier of mobile fuel storage solutions.  With locations in Europe, North America, South Africa and the Middle East, Western Global designs, manufactures, and delivers innovative fuel and fluid storage solutions and provides refueling equipment across the world, regardless of the application.

Innovation and engineering excellence drive us forward.

We strive for continuous improvement in product development to meet customer requirements. We contribute our drive and our success to our world-class team, and are currently seeking to add a like-minded passionate individual to join our organisation.