Administrative Assistant / Receptionist

Scope: Serves visitors by greeting, welcoming, and directing them appropriately; notifies company personnel of visitor arrival; duties include offering administrative support across the organization.

Key Responsibilities:

• Covering the telephone exchange: receiving and transferring the incoming calls, taking messages when staff not available;
• Welcoming the visitors and announcing to relevant Company staff;
• Managing the cards for employees, visitors and consultants, changing info with Building Administration;
• Liaising with building maintenance and third party office services’ providers for routine service and unexpected issues; Sending monthly utility counters for the printers;
• Maintaining common office areas including conference rooms and the kitchen by refilling coffee machines, performing basic clean-up duties, etc.;
• Liaising with office suppliers, preparing lists with necessary supplies, placing orders for stationary, water supply, protocol, couriers, toners, and prepare monthly reports waste recycling;
• Ordering fruit, setting up the kitchen, managing the quantities;
• Receiving the company’s mail and fax documents and registering on Document Management System, the incoming mail, invoices, the newspapers, and distributing to departments;
• Archiving offline and online documents for legal, audit, or historical purposes based on requirements and procedures;
• Courier - ensuring that urgent and important documents are delivered in good time;
• Updating calendars and schedule meetings; ensure administrative support for meetings;
• Keeping daily time-sheet record for all employees;
• May assist all staff and consultants by preparing Business Travel Approval/Vacation forms;
• Coordinating the translation of corporate and technical documents with the translation agency;
• Performing other clerical receptionist duties such as filing, photocopying, transcribing and faxing;
• Scanning and uploading the documents accordingly to Company requirements;
• Prepare monthly report about recycle waste materials;
• Liaising with housekeeper for different needs and suppliers connection;
• Various other duties as required.

Requirements:

• University graduate or student / High school
• Excellent written and verbal skills in English
• Excellent organisational and time management skills
• Knowledge of Microsoft Office Suite (Word, PowerPoint, Excel) and other commonly used office packages
• Ability to priorities tasks and work under pressure
• Good team working skills
• Excellent interpersonal, oral and written communication skills
• Attention to detail
• Flexibility and adaptability to changing workloads
• Problem-solving approach to work

Working conditions:

• Working schedule: 8:30 – 17:30
• Temporary contract: until August 2021
• Location: Calea Floreasca, District, Bucharest
• Net salary: 2200 – 2700 RON depending on level of expertise
• Life and Health insurance Medical subscription to Regina Maria
• We are flexible for students regarding exams period - they could have half day off as example.