Administrative Coordinator

з/п не указана

Требуемый опыт работы: 1–3 года

Полная занятость, полный день

The Client

The Client of Acteon is a well established international company with offices located in Moscow. We are searching for a new Administrative Coordinator to help coordinate the everyday life of the office.

The Role

As Administrative Coordinator:

Support office operations and clerical tasks to facilitate and smooth the ongoing activities of the General Manager, HR, and F&A Manager.

  • Keep the office organized and cleaned by managing relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time;
  • Within the guidelines of the Employer’s group of companies, manage the full relationship with the Employer’s suppliers ensuring the on-time purchase and supply of goods, equipment, and services, as well as the renewal of contracts in due time at the best possible conditions.
  • Coordination with the IT supports team (outsourced companies and Employer’s Team) to ensure the smooth and proper working of office equipment on service. Control the quality of provided services;
  • Support employees with day to day need: give tools related support, movements, access cards, badges, extra office supplies, mobile communication, Secure ID cards, and miscellaneous support;
  • Administrate communication within the Employer’s team (ordering stationery, equipment, etc., categories, content, updating, access rights, filling) and related communication with other departments/representatives of the Employer’s participants.
  • Share info on mutual matters and takes responsibility for internal administrative matters announcements and takes care of guidance.
  • Develop and improve office management related tasks e.g. monitor internal processes, suggest to manager changes and improvements to pertinent processes and systems.
  • Carries out specific project-specific tasks (to be agreed separately).
  • Implementing and maintaining procedures/office administrative systems
  • Feed and update Employers contacts database
  • Assisting the organization by collecting employee signatures in internal documentation.

As the Receptionist:

  • Provide appropriate welcome information, administrative support, and general service to Company visitors as well as to employees.
  • Welcome visitors and direct them appropriately, notifying their arrival to internal colleagues and providing general support as per company guidelines (e.g. issuing visitor badges).
  • Provide general support (phone calls, taxi booking, temporary badges, cloakroom service, etc) to employees and visitors (e.g. external suppliers).
  • Answers and transfers incoming telephone calls, receives and transfers post delivered by couriers. Ensure smooth documents flows and communication within the team of the Employer.
  • Plan and coordinate in advance, with relevant general services functions, the need for rooms/offices, tools, organize meeting room bookings.
  • Track and monitor incoming and outgoing goods (like accessories for PR, Mkt, etc) according to the local procedure (where applicable)
  • Implement the organization of internal/external meetings and events.
  • Monitor travel agencies/tour operators in the organization of trips, accommodation, etc. ensuring the application of the Company's guidelines (fares, policies, etc.).
  • Perform prompt and professional issue management, providing advice, assistance and liaising with external service providers.
  • Ensures prompt communication to employees on specific travel recommendations and requirements (security, timing, etc).
  • Contributes to market scouting and new general services suppliers’ selection.
  • Guarantees the efficient and effective management of travels/events for Company employees and guests, coordinating external agencies and ensuring the best supplier network

Specific activities:

  • Takes care of travel arrangements for top management of the Employer and third parties (partners, guests, etc.) in compliance with the budget.
  • Responsible for researching and compiling special reports, presentations, organization charts, etc. requested by the general director of the Employer

The Candidate

  • Fluent in English
  • Excellent presentation
  • Experience of at least 2 years in a similar position
  • Operational effectiveness & stress-resistant
  • Problem-solving approach
  • Flexibility
  • Communication, negotiation and relationship-building skills
  • Fluency in MS Office
  • Basic knowledge in IT is a plus
  • Attention to detail

Ключевые навыки

Английский язык
MS Office

Вакансия опубликована 15 ноября 2019 в Москве

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