Office Administrator
Veröffentlicht:
16 September 2024Pensum:
100%- Arbeitsort:Tallinn
Job Title:
Office Administrator
Contract Type:
Time Type:
Full time
Job Description:
The Office Administrator at Gunvor Group is responsible for supporting all employees with their daily requests and ensuring seamless office operations. Additionally, provides coverage for colleagues in the Office Administration team during their absence (due to holidays, sick leave, or business trips).
Main Responsibilities:
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Answering incoming calls, forwarding calls and messages to recipients.
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Helping in organizing courses and seminars outside/in-house, coordinating and booking meeting rooms, cleaning meeting rooms after meetings.
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Assisting external guests regarding hotel bookings and local transportation.
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Welcoming and taking care of guests (offering coffee, notifying the needed colleague, making necessary bookings, communicating with IT support regarding needed technical assistance etc.).
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Organizing signing and stamps of documents according to requests by colleagues or management.
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Registering and sorting incoming post, keeping track of post-related costs, solving problems regarding parcels, distributing documents to the recipients.
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Registering outgoing post and passing them on to the courier company.
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Communicating with administration teams of other offices regarding post-related issues and questions (e.g. necessity of sending original documents, registration of documents, customs declaration etc.).
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Helping and assisting office manager in organizing events.
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Preparing guarantee letters, gathering needed signatures and if needed, providing letters to service providers.
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Communicating with the landlord regarding everyday concerns that may arise (ventilation, heating systems, change of lightbulbs, blockages etc.).
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Managing, registering and if needed, arranging the destruction of documents in the in-house archive in collaboration with the office manager and management.
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Communicating with service providers and being responsible of the well-being of the office (e.g. everyday matters, office supplies, inventor, cleanliness, safety, existence of disinfectants and cleaning supplies, cleaning and taking care of coffee and water machines and if needed, arranging maintenance), informing the office manager of problems risen if needed.
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Coordinating and if needed, communicating with the daily and nightly cleaners regarding necessary actions.
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Ordering office supplies (including stationery, business cards, stamps, fruits, beverages etc.) and keeping track of expenses, if needed.
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Ordering periodicals.
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Helping and assisting office manager in coordinating dinner reservations for employees and guests, organizing catering (getting quotes from various service providers, ordering, keeping tracks of orders, organizing transport etc.).
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Assuring the safety of office, including monitoring security cameras (live) and main entrances, accompanying service providers, maintenance workers, business partners and other guests, informing the office manager if problems arise.
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Provide replacement for another team member in same function in case of temporary absence (incl. vacation, sickness, business trip, etc.).
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Drafting procurement documents and organizing their signing process in accordance with relevant policies and requests received from Office Manager or Global Head of General Services, keeping register of finalized procurements.
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Carrying out various other tasks given by the office manager or the management.
Profile:
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Secondary education (minimum), vocational education preferred.
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1-2 years as receptionist, administrative assistant, office coordinator, executive secretary or similar.
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Fluent in Estonian and English - oral and written, preferably knowledge of Russian.
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Previous work experience in a similar position.
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Proactive, discrete, responsible and punctual.
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Correct, helpful, polite and positive
If you think the open position you see is right for you, we encourage you to apply!
Our people make all the difference in our success.