Office administrator

Опис вакансії

OFFICE ADMINISTRATOR POSITION

IN MAJOR INTERNATIONAL CORPORATE ACCOUNT OFFICE

FRB (Integrated Facility Management Provider) is looking for a new colleague to become a valuable part of FRB Facility Management Team at our corporate client office space.

Legal full time employment is with FRB. Actual constant place of work in the office of our international client, located in professional Business Center (28-A, S. Bandera Avenue, Petrivka district).

We welcome smart, energetic, experienced and open face new friend to our team for long term mutual work. Our new colleague will operate as one of two office administrators within normal working hours (9.00-18.00).

Knowledge of English is the must (advanced written and spoken level): telephone conversations, face to face meetings, translation of the texts, letters. We'll request a colleague to present the knowledge of English during interview process.

Key Responsibilities:

• Meeting visitors in the office / Offering tea, coffee, water etc;
• Managing documentation (magazine) for guests, clients etc;
• Reception and forwarding of incoming phone calls, faxes;
• Processing of incoming and outgoing correspondence (reception, registration and redirection);
• Visiting the post office for the purpose of sending / receiving letters;
• Making orders for sending and sending mail by courier services and by mail;
• Stamping, sorting, preparation documents for signing ;
• Working with agreements: entering data into agreements;
• Preparation of letters of attorney to receive goods (not accounting), outgoing letters
• Arranging the reception of deliveries (ordering cargo parking, meeting loaders at the freight elevator, etc.)
• Copying, scanning
• Ordering and issuing office supplies to company employees;
• Control and distribution of expenses between the relevant departments of the office;
• Order of business cards for employees;
• Administration and supporting with an office e-mail account;
• Organization of business trips: ordering of air and tickets, booking hotels, organizing transfers, assistance in obtaining visas;
• Creating shopping cards and preparing invoices for payment, working with primary documentation;
• Organization of material and technical support of rooms for negotiations for meetings, for the whole office;
• Assistance in translation of documents for presentations/agreements;
• Reporting;
• Communication with the technical service of the Business Center;
• Registration of passes for new employees;
• Consolidation and distribution of applications for cleaners and handyman;
• Maintaining an archive of documents, newspapers, information materials;
• Interaction with all departments of the Company and companies providing the services is necessary for the resolution of issues in the Site;
• Carry out individual managerial duties;
• Order food, birthday gifts;
• Supporting Site Manager in the process of controlling and timely purchasing office consumables (paper), consumables for food items, negotiating services (tea, coffee, milk, sugar, water packed drinking, water for coolers, disposable utensils, and ext.)
• Reservation of tables in a restaurant, order food delivery;
• Replacement other colleagues on the reception on the request;
• Conduct an introductory briefing for new employees of the company within the framework of its department
• Ensure implementation and maintenance of business information management within areas of accountability as per Company's Information Management Policy requirements
• Attend regular IM Coordinator meetings and provide updates on IM tasks and share best practices
• Support roll-out of the global Records Management program.

Main skills and abilities:

Excellent communication skills;

Advance use of computer;

Advance level of working in Excel/ Power Point;

Ability to effectively work in multi task environment during the working day

Salary package will be discussed with successful candidates in details