(G-958) - Receptionist

RECEPCIONIST AVILA

Managing the front desk area, serving as the first point of contact for visitors and callers, and providing administrative support to HR department and others.

1. Greeting Visitors and Guests: Welcome and greet visitors in a professional and friendly manner. Ensure a positive and welcoming experience for all guests entering the premises. Organize coffee breaks and lunch with customers and internal events with suppliers. Ensure that the meeting rooms are organized for visits.
2. Answering and Directing Phone Calls: Manage incoming phone calls, screen and direct them to the appropriate individuals or departments. Take and relay messages accurately.
3. Managing Front Desk Operations: Maintain a neat and organized front desk area. Manage the distribution of mail and packages. Handle inquiries and provide information to visitors or callers.
4. Appointment Scheduling: Schedule and confirm appointments for employees and visitors. Keep track of meeting room bookings.
5. Administrative Support: Provide basic administrative support such as photocopying, faxing, and filing when required. Assist in the preparation of documents and reports as needed.
6. Orders Management: Management of office supplies, Personal Protective Equipment, production and cleaning supplies.
7. Invoicing: Review working clothing invoices, invoices from Randstad, and other additional vendors.
8. Translation of Documents: Buying supplies for urgent matters of different departments.
9. Facility Management: Responsible for the cleanliness of the facilities (excluding the shop floor), the tidiness of the rooms, and the supply of materials.
10. Expenses Support: Handle travel expenses for MD Europe, NPD Director, and Operational directors.
11. HR Support: Payroll support, prepare the monthly information for the vendor coordinated with managers from operations, and record and control absences from employees.
12. Internship Program: Coordinate the internship program dealing with vocational training schools. Detect internal need of internship in department. Search for internship students, close the agreements with training centers, onboarding of new interns, and follow up of the students and tutors.
13. Cost Control of Expenses: Training support, trainings coordination between managers and trainers, support for presentations and attendances in Alchemy, and Fundae operations with vendor.
14. Graduate Program Assistant: In coordination with James, support in searching candidates by contacting universities, business schools, and potential sites. Contact with candidates and first phone screening.
15. General Support: New vendors process management, management of medical checks, events coordination (Family Day, Christmas Dinner, etc.), and any other additional tasks assigned by the manager.

1. High School Diploma or Equivalent. Any additional training on administration will be a plus.
2. 3 years of experience in similar tasks.
3. High level of English, minimum C1 required.
4. Computer Proficiency: Familiarity with office software like Microsoft Office (Word, Excel, Outlook), and possibly specialized software for scheduling and data entry.

1. Communication Skills: Strong verbal and written communication skills are essential.
2. Customer Service Orientation: A positive and friendly demeanor, with a strong commitment to providing excellent customer service, is crucial.
3. Organizational Skills: Ability to manage multiple tasks efficiently, such as answering phones, scheduling appointments, and handling correspondence.
4. Multitasking Ability: The ability to handle multiple tasks simultaneously, such as greeting visitors, answering phones, and managing schedules.
5. Attention to Detail: Precision in tasks such as handling mail, messages, and data entry is important.
6. Problem-Solving Skills: Ability to address and resolve minor issues that arise at the front desk or direct them to the appropriate personnel.
7. Interpersonal Skills: Ability to interact effectively with a wide range of people, from visitors to senior management.
8. Discretion and Confidentiality: Handling sensitive information discreetly is often a part of the job.
9. Ability to Handle Stress: The ability to remain calm and composed in a fast-paced environment with frequent interruptions.