Responsibilities:
- Greeting Visitors: welcome guests, clients, and employees with warm and professional demeanor
- Managing Calls: answer, screen, and direct incoming phone calls to the appropriate departments
- Handling Correspondence: sort and distribute incoming mail, register incoming mail
- Handle the list of outgoing numbers and provide outgoing numbers per request
- Issuing and collecting visitor/employee badgers + keeping a logbook
- Ordering office supplies and other necessary products
- Keeping and updating the employee list
- Keeping records of office expenses and costs
- Providing and sorting documentation for the accounting department
- Arranging parking for employees and guests
- Performing clerical duties such as photocopying etc
- Organizing the shipping of documents and parcels via New Post and DHL to CIS&SEE Regions
- Customs clearance (for both receiving and shipping packages)
- Obtaining signatures for various documents per request
- Maintaining Reception Area: ensure the reception area is tidy and presentable, with all necessary stationery and materials.
- Scheduling Appointments: coordinate and schedule meetings and appointments for staff and management
- Administrative Support: provide administrative support to the Facilities Manager and Administrative department, various departments as needed, including data entry, filing, and document preparation
- Customer Service: address visitor inquiries and assist with questions or concerns, providing accurate information about the company and its services
- Security Protocols: follow security procedures for the entry and exit of visitors and staff, ensuring a safe environment
This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.
- Higher Education
- Language skills Fluent English (verbal and written)
- Experience in general administrative duties. Previous experience as a receptionist or in a customer service role preferred
- Interpersonal and communication skills (written and verbal) are essential
- Competence in Microsoft Office (Word, Excel, PowerPoint, Outlook) and the web
- Previous experience of working in an international environment preferred
- Good judgment, diplomacy and tact are essential, with the ability to work with staff at all levels of seniority throughout the organization
- Personal effectiveness coupled with a high degree of diplomacy and tact
- Ability to work closely with other team members in a small team environment
- Ability to work on own initiative
- Attention to details is essential
- Friendly and approachable, with strong organizational skills and the ability to multitask effectively
Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.
