Office Administration tasks
Acts as a liaison with the building administration company; Signals to the building administration all the office mal-functionalities (heating, air conditioning, power shortage, etc.) and follows-up on the repairing activities; Follows up on all official communication between the building administration management and the company;
Keeps track of and assigns access cards;
Coordinates and maintains records for staff office space, phones, parking and office keys;
Handles/takes over the company mobile phones to/from entitled users;
Administrates the spare SIM cards and replace the damaged ones; keeps track and handles the 3G cards;
Researches, negotiates prices, orders and administrates office supplies and the protocol materials;
Prepares and submits the new suppliers’ form;
Inputs in SAP the Purchase Orders for all non-commercial contracted goods and services; follows-up on the approval process and the receipt of indirect materials;
Ensures that the purchase order / approval process is adhered to and that contracts required per local legislation are complete and authorized.
Prepares compensation orders for customers
Supervises the activity of archive documentation and preparation of statements based on requests from former employees; maintains communication with requestors; registers and obtain approvals for the issued statements.
Is member of the health & safety committee and is the contact person for all external health & safety services; Follows and ensures that all employees follow all the provisions for security, labor safety, fire protection and other emergency situations; Ensures the implementation of the prevention and protection plan provided by the external services;
Is the designated contact person for the external authorities for Fire Drills and Prevention; ensures the implementation of the fire protection plans; offers support during official audits and control activities and helps in organizing the drills;
Supervises the activity of receptionist
Secretarial tasks
Assists in the arrangement of domestic affairs for expatriates;
Prepares the signature chart for GM;
Makes travel arrangements for domestic trips and trips abroad for the General Manager, Finance Director and for the business trips of the employees from all departments;
Translates business documents and communications to the organization;
Distributes correspondence, types memos, sends messages of general interest to the organization;
Makes hotel, restaurant & pick-up reservations for incoming visitors and the territory sales force;
Makes all necessary arrangement for organizing the meetings (analyze offers, collaborate with Procurement for selecting the best offer for external events, sets the conference rooms, etc.);
Responsible for all logistics arrangements for training sessions (communications to participants, travel arrangements, external/internal meeting rooms, materials ordering)
Maintains contacts with and gives the necessary support to the territory sales force;
Collects the expense reports from the territory, inputs the data in SAP and hands them over to Finance department;
Participates in the events organization (Christmas party, training sessions, Intercom, etc.);
Communicates with GM Assistants’ community and helps in organizing the business reviews;
Communicates and updates the company calendar;
Signs for, sends and keeps track (AWB) of correspondence/packages; prepares customs documents;
Any additional responsibilities which may appear due to the dynamics of the job.