We are looking to ringfence our front-desk team hiring a Office Management Assistant part-time (21 hours per week).
The front office desk is covered by a 8-hour day shift schedule that allows a daytime coverage from 8:30 to 18:00, from Monday to Friday.
The Office Management Assistant will be working on all shifts on a rota, based on their weekly hours pattern.
Key ResponsibilitiesSecretarial
* Monitoring and managing check-in/check-out of suppliers, clients and guests.
* Organizing and setting up meeting rooms.
* Managing incoming calls.
* Acceptance of mail, parcels and lunch deliveries.
* Arranging for urgent registered shipments, which needs to be sent to the post office.
* Managing various employees' queries or issues.
* Organization and management of the inventory of consumer products.
* Monitoring and refilling of H&S related activities.
* Refilling of service room and managing support service for ongoing projects and Operations teams.
* Manage and deliver mobiles and safety clothes to employees participating in event trips.
* Managing and setting up of social and EDI events and initiatives for employees.
* Other tasks (small purchases, going to revenue agency to collect any necessary documentation, urgent requests/errands and ad hoc duties.)
Corporate functions’ support
* Purchases of stationary and any products for meetings, support service, etc.Planning meetings: meals, sneaks and any other requests.
* Other administrative tasks: payments, budget reports checks, etc.
* Support Data collection on Sustainability.
Handle travel support for colleagues who are requested to participate into:
* Business trips
* Events
For these specific tasks, on-call support might be required on ad-hoc basis when needed.
Requirements
* Minimum of 1 year of experience in front office, reception, secretarial work, or related administrative roles.
* Proficient in English (minimum B2 level).
* Strong organizational and multitasking skills, with attention to detail.
* Excellent communication and interpersonal skills.
* Comfortable using office software (MS Office, Outlook, Teams) and basic digital tools.
* Ability to handle confidential information with discretion.
* Strong problem-solving skills, with the ability to identify issues and find effective solutions.
We’re looking for someone who is:
* driven to push the boundaries and lead change and performance
* communicative to leave no-one in the dark and to work with your team successfully
* reliable so we know that we can call on you to meet deadlines
* passionate about the latest technologies and standards
* proactive to suggest improvements, identify and fix potential issues
* solid technically speaking, to advise both Clients and internal teams
Our people are key to our success and we pride ourselves on offering a dynamic, creative, innovative and supportive environment. Having the right combination of a 'can-do' approach, strong work ethic, integrity, friendliness and attention to detail is crucial.
Even if you don’t tick all the boxes for one particular role, but you have a keen interest in what we do, send us your details, we may find a suitable match during the interview process.
We are committed to ensuring that we provide equal opportunities for all. Please let us know if you need us to make any adjustments or if you have any special requirements for the interview process. Depending on the role this normally includes a written test and interview.
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