Office Assistant

Duties and responsibilities

• Set up and close office facilities, including reception and kitchen areas
• Greet visitors/vendors and answer screen, and direct all inbound phone calls to the appropriate person/department during normal business hours at the front desk
• Control access to the office via the reception desk (monitor logbook, issue visitor badges)
• Ordering, setting up, and breaking down catered meals when needed
• Providing high-quality in-house service to employees, ensuring a distraction-free work environment
• Provide general administrative support, including office inventory and supplies, shipping and receiving, etc.
• Answer employee questions as needed and direct them to appropriate resources. Maintain multiple kitchens ensuring items are stocked and dishes are placed in the dishwashers
• Assists with additional administrative projects and kitchen duties as needed
• Approve food vendors, flowers, parking, and most HQ invoices
• Work closely with the director of IT and Infrastructure and HR team on Corporate Services tasks that include but are not limited to travel, accommodation, and transport arrangement for visiting overseas guests
• Assist with IT-related projects such as product ordering and asset management
• Administrating Amazon Business services used for purchases in the US

• 1-2 years of administrative/hospitality industry experience
• Experience using multi-line phone systems
• Kitchen and/or restaurant experience
• Strong verbal, written, interpersonal, and customer service skills; demonstrated ability to represent the company with internal employees, visitors, and vendors
• Strong planning and organizational skills with high attention to detail
• 1-2 years of Microsoft Word and Excel experience using Google Applications a plus
• Must be a team player
• Excellent time management skills, punctual and dependable
• Confidence in interacting with people of all backgrounds and at all levels of the organization