Reception Office Assistant
Posted on :
10-10-2024
Employer Active
1 Vacancy
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Job Description
- Provide hospitality support to include but not limited to reception service, greeting and welcoming visitors, directing and announcing business updates as appropriate, meeting room support and ad-hoc lunch ordering.
- Receive and sort daily mail/receive deliveries/arrange couriers. Notify employees when they receive deliveries.
- Provide administrative support in maintaining all documentation and record keeping,
- Maintain security by following procedures and controlling access (operate visitor book, issue visitor badges). Activating visiting colleagues badges for Amsterdam office use.
- Provide new colleagues with access badges, office tours & site inductions
- Perform daily site checks, logging any issues in the appropriate system. Maintain a tidy office by ensuring that kitchen area, meeting rooms and common spaces remain clean.
- Ensure appropriate supplies of consumables at all times (eg milk, coffee beans, CO2 bottles, stationery equipment, etc)
- Cooperate with building property managers to solve issues relating to service requests, upkeep of facilities & attend building tenant meetings when required,
- Working with office support team to ensure service is delivered at all times, especially during any team absences,
- Process purchase orders and expense reports. Process invoices in timely fashion following all checks and procedures,
- Coordinate with Executive Assistants on in-house events, support senior management needs as they arise, and respond to any other requests relating to the Senior Management in timely manner,
- Take part in and be responsible for QHSE (Quality, Health, Safety & Environment) provision, coordinating fire warden and first aid trainings & associated arrangements, ensuring first aid supplies are sufficient,
- Take part in regional EMEA initiatives as required
- Perform daily floor checks and identify needs for repairs, ensuring checks of all meeting rooms, toilets, plants, lighting, etc,
- Raise Facilities tickets in Informa’s preferred Facilities Management reporting tool & see through to completion,
- Oversee cleaning, waste removal, recycling, managing vendor directly,
- Coordinate directly with Facilities vendors including but not limited to maintenance, health and safety, food & beverage,
- Keep track of office-related spend, keeping records on the established invoice tracking systems,
- Take part in, or own ad-hoc projects as required,
- Perform other related duties as required or requested.
Employment Type
Full Time
Company Industry
Department / Functional Area
Key Skills
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