Office Administrator
2 weeks ago
Role/Responsibilities: To provide Facility and Office administration and front desk manning and coordinate with the administrative assistant for business continuity and back-up assistance
Facility Management maintenanceResponsible for making sure local office maintenance is taken care of on a daily basis, such as kitchen and coffee machine maintenance, meeting room preparations, public areas, printer rooms, etc. Facility Management administration
Responsible for liaison with (internal) Country Manager and local Management, Real Estate Team, IT and (external) Landlord, Building/Office Access, Building/Office Services counterparts/vendors and Security and Recycling counterparts/vendors, attend to building and office issues, office space, seating and desk allocion Front Desk Staffing and Meeting Coordination
Respnsible for Visitor management, such as taking care of internal and external visitors and accompanying external vendors to the office in a pleasant and professional manner, making sure desks and/or conference rooms are prepared and compliance is adhered to. Answer incoming phone calls promptly and in a pleasant and professional manner and taking care of courier requests. Assist in processing meeting requests including setting up appointments, reserving conference rooms, preparing access passes for internal visitors, arranging for teleconference numbers, refreshments, handouts etc.
Health & SafetyLiaise with local management to ensuring a healthy workspace, such as ergonomy, well-being, HLR
etc.
Travel & Entertainment AdministrationAssist in arranging travel for team members including air, rail, car service, and hotel and conference registrations taking care to be mindful of deadlines and working to ensure that the most economical options are taken advantage of. Timely and accurate preparation and submission of T&E reports for each staff member supported, ensuring that company policies have been followed and that proper and organized documentation is provided to support the report.
Accounts Payable AdministrationAssist in Timely and accurate preparation and submission of Accounts Payable vouchers, ensuring that proper accounts are used, amounts are correct and that proper and organized documentation is provided to support the voucher.
BackUp to Administrative AssistantDuring times of absence or leaves, act as first point of contact in administrative related tasks.
OtherMay be called upon to take on additional responsibilities and/or perform other tasks as assigned.
Qualifications:
Experience working in a corporate environment (preferably 2-5 years) Working knowledge of, and skill in, the Microsoft Office Suite including Outlook, Teams, Word, Excel and PowerPoint. Good organization skills Excellent manner and well-groomed appearance Very good verbal and written communications skills; fluency in Swedish is essential and good business English Ability to multi-task and adapt to shifting priorities Excellent attention to detail Strong orientation toward teamwork Requires moderate supervision-
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