Reception Office Assistant

2 weeks ago

Cairo, Cairo, Egypt Informa Group Plc. Egypt Full time
  • Provide hospitality support to include but not limited to reception service, greeting and welcoming visitors, directing and announcing business updates as appropriate, meeting room support and ad-hoc lunch ordering.
  • Receive and sort daily mail/receive deliveries/arrange couriers. Notify employees when they receive deliveries.
  • Provide administrative support in maintaining all documentation and record keeping,
  • Maintain security by following procedures and controlling access (operate visitor book, issue visitor badges). Activating visiting colleagues badges for Amsterdam office use.
  • Provide new colleagues with access badges, office tours & site inductions
  • Perform daily site checks, logging any issues in the appropriate system. Maintain a tidy office by ensuring that kitchen area, meeting rooms and common spaces remain clean.
  • Ensure appropriate supplies of consumables at all times (eg milk, coffee beans, CO2 bottles, stationery equipment, etc)
  • Cooperate with building property managers to solve issues relating to service requests, upkeep of facilities & attend building tenant meetings when required,
  • Working with office support team to ensure service is delivered at all times, especially during any team absences,
  • Process purchase orders and expense reports. Process invoices in timely fashion following all checks and procedures,
  • Coordinate with Executive Assistants on in-house events, support senior management needs as they arise, and respond to any other requests relating to the Senior Management in timely manner,
  • Take part in and be responsible for QHSE (Quality, Health, Safety & Environment) provision, coordinating fire warden and first aid trainings & associated arrangements, ensuring first aid supplies are sufficient,
  • Take part in regional EMEA initiatives as required
  • Perform daily floor checks and identify needs for repairs, ensuring checks of all meeting rooms, toilets, plants, lighting, etc,
  • Raise Facilities tickets in Informa's preferred Facilities Management reporting tool & see through to completion,
  • Oversee cleaning, waste removal, recycling, managing vendor directly,
  • Coordinate directly with Facilities vendors including but not limited to maintenance, health and safety, food & beverage,
  • Keep track of office-related spend, keeping records on the established invoice tracking systems,
  • Take part in, or own ad-hoc projects as required,
  • Perform other related duties as required or requested.

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