Office Assistant

The role is responsible for assisting the Office Manager in all aspects of Office Management at the Budapest office, including (but not limited to) facilities, security and maintenance; health & safety.  

The successful candidate will interact with both internal and external clients on a daily basis. You will have experience of working within an office management department as well as good planning, communication and organisational skills, with a high degree of professionalism.  

Facilities, Security & Maintenance

▪                     Oversee and assist the housekeeper with the ordering, managing, distribution/rotating of stock and raising of PO’s for fruit deliveries, vending machine supplies, milk deliveries, coffee, tea and any other misc. consumable that may occur for facilities

▪                     Ensuring of the smooth operation of the office

▪                     Co-ordinating the PPM/Services for the Coffee Machines, vending machine & water dispensers and managing the monies of the vending machine

▪                     Ordering and managing the stock for maintenance supplies including lightbulbs, tools and repair kits

▪                     Management of the mail - delivering, franking and distribution of mail.

▪                     Responsible for the facilities mailbox and logging and completing tasks

▪                     Oversee and assist the cleaning team, covering their lunch, working in a team if they need assistance. To supervise and audit their tasks

▪                     Robust management of the starter and leaver access pass process

▪                     Responsible for conducting building and facility tours for new starters

▪                     Assist in the monitoring of on-site sub-contractors. Report any issues to Office Manager

▪                     Work alongside the Office Manager in enforcing the waste disposal policy, by reporting any non-compliance whilst ensuring that all communal storage and spaces are kept clear from clutter

▪                     Assist with risk assessments and special requests when internal events are planned in the communal areas

▪                     Assist Office Manager with the implementation and execution of reviewed policies and procedures for the new property department

▪                     Assist Office Manager with all aspects of office duties

Office Management & Reception

▪                     Oversee and assist the housekeeper with the collection, distribution and management of newspapers, voucher renewals

▪                     Vendor supervision of soft services (i.e. catering, plants, pest control, etc) in accordance with the policy and procedure.

▪                     Answering the switchboard, meet and greet of visitors, access control, mail management and preparation for meeting refreshment request

▪                     Manage the stationery room, manage and report stationery requests from the other stationery storage points throughout the office

▪                     Record and handle all outgoing couriers and mail, sorting and advising them of collection.

▪                     Robust management of temporary, visitor & contractor passes issued.

Health & Safety

▪                     DSE Assessments: conduct and manage the assessments and liaise with the Office Manager and HR any concerns raised.

▪                     Daily/Weekly and monthly checks in relation to mechanical, electrical fire and health and safety-related schedules

▪                     Responsible for Health and Safety reports/logs and checks

 

Essential

▪                     Strong communication skills with the ability to deal with clients at all levels

▪                     Ability to maintain composure when working in a pressurised situation

▪                     Flexible with the aptitude to multi-task and re-prioritise where necessary

▪                     Maintain a strong work ethic in all tasks carried out

▪                     Proactive approach to work

▪                     Capability to work collaboratively

▪                     Maintain a high level of attention to detail

▪                     Well presented, pleasant and articulate

▪                     Problem-solver with a focus on delivering results

▪                     Ongoing or finished university or college degree

▪                     High standard of spoken and written English, and excellent Hungarian

▪           Experience of working in a corporate environment

▪           Administrative experience