Receptionist / Office Administrator

• General responsibility for the office reception area.

• Welcome visitors (candidates, external vendors), keep visitor log, direct visitors to appropriate staff member. Providing badges, prepare badges for new hires, maintaining badge system,

• Provide business cards.

• Answer telephone and provide information / assistance or transfer to appropriate staff member. Take phone or visitor messages and delivers to appropriate individual if needed.

Facilities:

• Communicate maintenance and repair issues with the property management and outside vendors.

• Make sure the facility related agreements are up to date, cooperate on extending or changing contracts

• Monthly check ups on office equipment, furniture etc… Oversee operation of appropriate office equipment.

• Inventory management of office equipment, furniture, etc.

• Manage vendor/supplier relationships for office maintenance.

Office Administration:

• Collect and sort daily incoming mail. Twice a week collect outgoing post and submit to the post office. Manage incoming and outgoing shipments.

• Regularly oversee the kitchen area to maintain clean environment.

• Operate and maintain copy / fax machine (copy area).

• Manage inventory and purchasing of office supplies.

• Maintain / update information lists (vendor’s details, building contact list, badges list, employee phone list and various other lists and spread sheets).

• Contact person as a local travel coordinator.

• Keeping visitor´s track and send updates on monthly basis.

• Managing / filling up snacks, refreshments, etc.

• Relief for managers of clerical work and minor administrative tasks.

• Keep inventory of marketing items (welcome package for employees, recruiting leaflets, giveaways, ordering for stock).

• Coordinate catering and other needs for diverse company events.

• Coordinate the health and safety processes – initial training, audits, documentation, invitations, fire drills etc.

• Supporting the company in acquiring new office space and arranging it.

Finance admin

• Log, and verify all vendor invoices prior to processing of Finance department for payment

• Setup vendors, set up relevant payments

• Keeping the Purchase Requisition Forms agenda, ensuring that it is completed and approved in compliance with internal policies

• Coordinate with our accountants for documentation requirements

• Negotiation on vendor and landlord contracts, consolidation of the conditions, support for the legal department on closing deals.

HR related

• Schedule candidates for interviews.

• Managing of occasional company events – Christmas party, Summer Outing, etc.

• Collection of new starter forms and other documents for submission to payroll, managing the health check process.

• Managing HR documentation

• Collecting sick notes