About You
Knowledge and experience
- Advanced English skills – speaking/ talking/ reading
- Preferably 1 year experience with administrative and clerical procedures within the company or before.
- Excel skills – advanced
Soft skills
- Very good communication skills
- Very good organizer and attentive to details
- Excellent customer support skills
- Optimist, positive presence
- Willing to learn, dynamic
- High sense of responsibility, punctuality, accuracy and attention to details
- The ability to accurately fulfil the direct management orders and work tasks
- Tact and discretion, for dealing with confidential information
- Multitasking- flexible and adaptable approach to work, the ability to work with fast-paced, ever-changing environment
- The ability to work independently and in a team
About the Role
- Greet clients and visitors with a positive, helpful attitude
- Responsible with the Visitor cards and with updating the Visitor Register
- Offers access to new employees
- Assist the Office Admin and Operations department and other departments with office tasks
- Be in touch with all our services providers
- Co-ordinate and maintain administrative records such as staff parking, parking for guests and subcontractors etc.
- Assisting with a variety of administrative tasks including copying, faxing, taking notes
- Performing and planning budget for Office dept.
- Assist with SSM tasks
- Able to suggest improvements for a better work environment
- Searching for new providers and choosing the most suitable for company needs
- Responsible for in-coming and out-going packages and correspondence, including dealing with customs agents for packages sent/received to/from Romania
- Manages the access control system: Responsible with the fingerprint system by registering new employees and deactivating employees who are no longer part of the company; issuing time attendance reports; configurating access if necessary, and others
- In charge with all travel arrangements (flight tickets, hotels, car rentals, transportation to/from airport) for all employees of Ezugi
- Keeping track of monthly travel costs
- Coordinating with all suppliers – building administration, consumables, water, cleaning, coffee and snack vending machines, stationery, night transportation, dry cleaning, security services etc. and archiving the agreements from all suppliers providing services to the company
- Manage contract and price negotiations with office vendors, service providers and office lease
- Weekly inventory of the supplies and stationery, keeping track of consumables stock and ordering necessary supplies/ items for office, including furniture
- In charge with weekly orders for staff (fruits, sweets, etc) by placing the orders and also receiving and distributing them
- Overseeing daily responsibilities of the technical personnel, allocating tasks and assignments and monitoring their performance
- Providing general support to visitors
- Handling staff inquiries and complaints regarding office space, night transportation, uniforms, etc.
- Check and ensure that coffee, vending machines and other office equipment are in working condition, arrange technical maintenance if required
- Responsible for monitoring petty cash, register amounts, be actively engaged in the verification process of funds, and ensure verification procedures are always being met
- Ordering all necessary items for office (IT, studio and office orders)
- Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, parking cards etc.)
- Creates, support and enforce company systems, policies, procedures and productivity standards.
- Planning and organizing annual parties (summer and winter), team buildings and monthly meetings with staff
- Responsible with client visit, meeting arrangements, transportation for clients as well as arranging protocol dinners
- Ensure support for the meetings: inform the persons involved, check the room temperature in the conference room, provide water, coffee e.t.c., recover the unused items (water bottles, stationery e.t.c.), require cleaning services after each conference
- Decorating the premises for special occasions (Valentine’s Day, Easter, Halloween, Christmas)
