Reception & Facilities Coordinator

Profilul candidatului:

Our client is a multinational company specialized in IT.

- Should have excellent verbal and written communication skills
- Should be a good mediator between Management and Employees
- Self motivation person
- Organized and willing to go the extra mile
- Open for new FAC trends and change management
- Establish, communicate and implement improved office procedures
- Energetic person with outstanding communication & interpersonal skills
- University Degree is a plus
- Excellent English skills
- Excellent organizational skills
- MS Office skills


Responsabilitati:

FACILITIES & PLANNING
- New Starters – Coordinate desk allocation & work with IT to setup, order new Telephone Extensions from US,
- Office layout – maintain Word plan & plan new starter desks & for future hires
- General Administrative Filing for facility operations
- Contractors and contracts– all details on spreadsheet and Letters/correspondence to contractors including direction and guidance instructions from the Facilities Manager
- Cleaning Contractors – meetings with & check each section has been done, all toilets, kitchen area, open areas and general housekeeping, walk whole site with account manager once month
- Water supply– available on all floors/areas

HEALTH AND SAFETY – FIRE & FIRST AID (Supported by H&S Consultant and Company Doctor following to Romanian Labor Laws)
- Liaise with Global Health and Safety manager when requested to take action/order DSE items
- All standard H&S notices are up to date on every notice board
- Fire Evacuation list of staff per floor (update with starters & leavers weekly)
- Fire Warden Training, lists on spreadsheets monthly who is in building/floor – Keep lists updated on all notice boards and arrange any necessary training
- First Aiders - Keep lists of who first aiders are updated and on notice boards
- Organize DSE goods if required (hand or feet rest etc.)
- Risk Assessments (H & S) individual - liaison with global health and safety manager and consultants when required.

Security:

- Liaise with front desk contact on site, where appropriate, are any issues needing noted on the site, messages left by staff or if contractors working on site etc
- Access passes control/schedule and monitor.
- Site car parking – Make sure car reg. list is up to date (reception)
- Check and list all contracts up and running and when termination is ready for letters to go out
- Take photo for badge, order badge from US

General duties:

- Manage reception contract staff where appropriate
- Newspaper delivery’s and orders
- Control statement deliveries for condition of sending parcels and computer items
- Photocopier readings monthly & spreadsheet fax to SP – Make calls for engineer when problems arise
- Post – Sort first thing every morning into departments and individual. Manage, sort ready for sending out that day by normal mail or couriers. Order regular bags, consignment printed notes and labels etc
- Toner & Cartridge replacements for Fax, Copiers and printers
- Liaise with Sr. Project Manager re European Office Addresses/details, where appropriate
- Manage and ensure reception coordinate Taxi + Hotel bookings when required, all done on shared spread sheet with reception
- Maintain Courier services list – e.g. TNT/UPS, where appropriate
- Raise Helpdesk tickets for messages/problems left by cleaning supervisor night before.
- All Welcome Pack information, keep updated and issued
- Food Supplies place weekly order and send PO
- Place coffee/tea orders and PO

Reception:

- Taxi + hotel bookings & spreadsheets and emails,
- TNT/ or agreed courier web site to book outgoing courier packages and computers
- Visitor’s records, ex employees put on daily spread sheet
- Car reg. sends out regular mail for staff to update their details direct
- Badges & Diary Management
- Maintain filing for the Post room, courier consignments in and out
- Check Reception area is clean, newspapers
- Meeting and greeting all guests/visitors/contractors
- Make sure you are happy that everything is up to today’s date: Visitors book, Spreadsheets, Phone List etc
- Check Fax and Printer Paper. Arrange for more if you need it
- File TNT, and keep the Reception area free of papers
- Any messages for Security please type up and leave for Security
- Cover reception telephony when required
- Arrange Business cards for the company

Descrierea companiei:

SALES CONSULTING is the human resources and Executive Search company with national coverage on three main domains: recruitment, training and organizational development.

Together with our Partners we'll excel at designing the best integrated solutions in HR, in order to create opportunities. It's all about passion.