Reception & Office Assistant

The Role:

The Reception & Office Assistant is primarily responsible for providing site level administrative support and reception service to the Informa Cairo office. They must have a professional and energetic approach as well as good time management skills and the ability to multitask.

Job Summary/Responsibilities:

• 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.

Requirements

• Excellent oral and written communication skills in Arabic and English.
• Proven multi-tasking capability and solid organizational skills, work with minimal supervision.
• Solutions driven and can-do attitude.
• Discretion when dealing with confidential information.
• Creative thinking with ability to partner/collaborate with others in the office.

Skills required:

• Educated to degree level or equivalent.
• Demonstrable experience within an administrative assistant role of similar.
• Strong computer skills to include; Microsoft Word, Outlook, PowerPoint and Excel.