Administrative Assistant

Responsibilities:
Keep record of the documents issued or received by the company and register them
- Arranging documents into files, receive and distribute documents to the departments
- Compose addresses / informing documents / requests or other kind of documents to state institutions/ partners, external parties, etc
- Scan / copy / fulfill and send documents to related departments or external companies.
- Keep record of contracts and to related documents with 3rd party and IC (inter-company)
- Keep tracks of the invoices related to the office
- Send monthly consumption indexes to Radet and to the company which calculates the maintain costs after approval of building administrator
- Keep track of the renting payments, bills related to the rented apartment and keep contact with the accountant for problems that might occur.
- Order supplies for the office (protocol / cleaning / office products: paper, cartridges, etc) maintain order into the office
- Maintain the office equipment and all the utilities in proper function;
- Provide the daily protocol and the protocol in case of meetings
- Deal with additional situations that might occur: notary, translation of the documents, state institutions, banks, other companies, etc
- Send packages to the employees / partners by FAN COURIER / DHL
- Keep record of the inventory lists of goods from the office and updating them monthly
- Initiate requests for offers for different items needed to be bought (laptops, insurances for cars etc)
- Keep records for the goods that are given/taken to/from the employees (issuing documents – ex: proces verbal)
- Register into accounting program the weekly expenses reports of the medical representatives; calculate and follow all their expenses related to their activities
- Register documents according to financial-accounting department rules
- Make monthly payments to the med reps according to their Route list and the approved budget
- Maintain the relation with the IT department in order to solve all the issues related to the e-mail accounts, passwords of the laptops, opening new e-mail accounts

Requirements:
- University degree.
- Fast learner and fast self-starting capability. Strong attention to detail.
- Good organizational and self-planning skills.
- Good time management, punctuality driven, able to get the necessary data and work within short deadlines, successfully deal with more tasks at the same time.
- Positive, dynamic, proactive, enthusiastic, ambitious, persuasive but flexible and respectful, sincere, possessing high diplomacy and initiative skills, communicative, reliable, honest, calm and patient in relating to other people, good stress coping, open-minded, self-motivated and with a strong tracking record for achieving results, be a great team player, possess excellent interpersonal skills, looking for professional development and target achievement, success and future-oriented.
- English is mandatory, both written and spoken.
- PC literate. MS Office: Word, Excel, Outlook, PowerPoint.