PURPOSE OF POSITION:
Provides general office support with a variety of clerical activities and related tasks. Responsible for answering incoming calls, directing calls to appropriate person, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.
Assist Administrative coordinator with: Provision processes for Customer Support (CS) area and guidance in the process for other areas as needed:
Inventory (assets, office supplies).
Quotations from suppliers.
Creating Purchase Requests.
Payment Requests follow up.
Requests: Email / Ticket follow up /closing the request.
Event support: Provide guidance for the event requested, prepare meeting room set ups, logistics note as needed, support the hosting team/staff thru the process.
Travel support: accommodation and transportation using a system to gather the information from the user.
On boarding for new staff: creation of site access and parking tags / induction to new hires as needed.
To solve ad hoc tasks requested by Administrative Coordinator and Corporate Services Manager.
Local, by connecting the user with the outsourcing service supplier and handle the delivery package.
International, using the DHL platform.
Facilities Maintenance and Sustainability:
Janitorial services point of contact.
Support to the Occupancy report local / global for the Administrative Coordinator.
Environmental support: recycling, taking the different materials, dividing and recording the information. Send the materials to the recycling center.
Maintenance support: Scheduling, tracking, supervising the work and report to the Administrative Coordinator once it’s done.
Planning room/office and office furniture set-up.
KNOWLEDGE, SKILLS & ABILITIES:
Proficient in Microsoft Word, Excel, PowerPoint, Lotus Notes.
Experience in coordination of executive meetings and catering needs.
Excellent organizational, planning and communication and interpersonal skills.
1-2 years administrative experience.
Strong team player.
Must have a positive disposition and energetic/passionate approach to work and providing support.
Preferred Skills, Knowledge and Experience:
Costumer service experience.