Office Operations Coordinator

hace 2 semanas


Madrid, Madrid, España Joma Jewellery And Katie Loxton A tiempo completo
About the Role:

The Office Assistant is the main interface for external as well as internal stakeholders to ensure a reliable office environment. This role supports developing intra-office communication protocols and streamlining administrative procedures to ensure organizational effectiveness, efficiency, and safety.

Key Responsibilities:
  • Supports the Italian Team, HR, Finance, Procurement, and other relevant departments.
  • Supports the Country Manager and the Italian Team Leaders in managing procedures and other organizational processes, administration, and procedures.
  • Keeps a clear overview and timely signals obstacles.
  • Initiates, plans, prepares, and organizes various (internal) meetings together with other departments, formal as well as informal, which involves preparing agendas, managing calendars, and gathering relevant information.
  • Assists in managing internal communication, internal presentations, and posts news and events.
  • Conducts reception tasks and is the first point of contact for visitors and operational organizational matters.
  • Coordinates event-related lunches, social events, and special occasions (birthdays, anniversaries, etc.).
  • Assists in managing office stock, inventories, orders, and overall cleanliness of the office; managing relationships with tenants, suppliers, and service providers.
  • Supports HR in the planning/organizing of our scheduled courses & safety trainings.
  • Assists in managing suppliers' contracts in cooperation with HQ Procurement department and is the first point of contact for facility issues (such as maintenance, ICT, mobile phone, internet, and subscriptions) & Company cars fleet.
  • Works closely with relevant providers to ensure a reliable office environment and the ICT-related onboarding and offboarding of staff members.
  • Supports colleagues with various questions and requests.
  • Deals with postal and courier services (incoming & outgoing) and associated equipment.
  • Supports office configurations, which can include installing, dismantling, and relocating furniture, moving crates, etc.
Requirements:

3-5 years of relevant experience.

Excellent verbal and written communication skills in Italian and English; Chinese is a plus.

Excellent knowledge of Microsoft Suite, good skills with PowerPoint.

Knowledge of modern archiving and documentation methods.

Highly motivated and confident with a high level of accuracy.

Able to multi-task and aim to target.

What We Offer:

Performance and experience-based competitive remuneration.

Health Insurance (Metasalute) and Meal Vouchers.

Department & company-wide team-building events.

An exciting opportunity to be part of the European transition to Zero Emissions transportation and de-carbonization of the economy.



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