Office Assistant/Receptionist G2-10
Purpose
Is under supervision of Office Manager responsible for an adequate office support.
Tasks and Responsibilities
- Planning,
Plans under supervision of Office Manager internal and external appointments in the calendar, in accordance to the assigned requests, in order for the meetings, interviews and visits to take place on time and in the right place.
Main activities
- Keeps up and supervises the Calendar;
- Makes reservations for internal and external meeting rooms;
- Plans meetings with internal and external parties by request;
- Registers and receives visitors to make sure that they go to the right department or person.
- Archiving
Archives information from several sources under supervision of Office Manager, in accordance with the received requests, in order for the right information to be available at any time.
Main activities
- Maintains one or more correspondence archives;
- Distributes and archives meeting notes;
- Makes notes of meetings.
- As receptionist:
Communicates messages and telephone calls, in accordance with given instructions, in order for the right person to receive the information promptly.
Main activities
- Receives central incoming calls and decides to which department or person the call should be put through;
- Puts through telephone calls, and/or making notes of these calls and forwards these to the person directed in the appropriate manner.
- Correspondence.
Takes care of and handles the outgoing and incoming correspondence, in order for the right information to reach the right person on time.
Main activities
- Makes outgoing mail ready to be send and offering them for sending on time;
- Picks up and distributes internal and external mail;
- Accepts incoming correspondence, dating them with the date of arrival and distribute to the right person or department;
- Assists with general mailings;
- Screens anonymous or irrelevant correspondence.
Job Requirements
Education
- Vocational Business Administration level.
Experience, knowledge and skills
No experience required
Competences
B.5 Initiative
C.8 Organize own work
D.1 Verbal Communication
D.9 Sociability