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? Receiving and handling all reception incoming telephone calls.
? Correspondence organization including organization of mailing, faxing and messenger services.
? Take care of newspapers, letters and other magazines..
? Internal office organization including looking after common office areas, meeting rooms, kitchen, desk with printers and fax.
? Looking after company visitors (ordering of taxis and refreshment when requested).
? Keeping of meeting rooms bookings up to date, informing all employees of any changes in time.
? Handling orders for office supplies, office refreshment, toners and cartridges.
? Looking after sensitive data container. Informing Operations Manager of container impletion and placing order for a new empty sensitive data container in time.
? Make travel and accommodation arrangements following internal procedures of JLL
? Ask for building and machinery technicians support when necessary
? Keep up to date employee?s absence information on the reception board (i.e. holidays, business travels, meetings, sick leaves).
? Support Operations manager in office management and administrative tasks upon request
? Procurement process to be in line with SOX requirements
? Assist in maintaining Client & Suppliers Contracts Excel database and electronic support
? Assist in maintaining complete and up to date invoice dual folder
? Back up for Operations Assistant during vacation, sick leave, etc
? Semiannually updating of Business Continuity Plan
? Office cleaning supervision, parking spaces coordination
? Telecommunication, Internet and Xerox related office needs
? Storage organizing and office supplies tracking inventory
? To book rooms for internal meetings as necessary.
? To type correspondence and documents according to requirements.
? To register incoming and outgoing mail and faxes
? To send faxes as and when required
? To distribute internal and external correspondence and documents
? To arrange couriers taxis etc. according to requirements
? Ensure support and keep close contact with all Business Division departments/ offices
? Carries out administrative and secretarial duties
? Other duties as assigned by the Operations manager/General manager upon request
? Two years proven experience in a similar position
? Ability to work in a busy, highly dynamic environment and to multitask efficiently
? Very good communication skills
? Organizing and problem solving skills
? Secretarial/administrative knowledge
? Very good English knowledge, both verbal and written
? Committed to quality of task performance
? Very good Microsoft Office and IT skills
? Skillful on multitasking and working under pressure
? Well adaptable to a multicultural environment
? High level of self confidence
? An understanding of confidentiality issues and the use of discretion
? Flexibility with regards to job responsibilities proactive and driven by results
? Responsible, correct and methodical person
? Business dress code.
The salary will be discussed during the interview.
Only the suitable candidates will be contacted.