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Office Assistant

Office Assistant

2 Months ago • All levels • Facilities Management

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Job Description

An Office Assistant is needed to support the Office Manager in managing facilities, security, maintenance, and health & safety at the Budapest office. The ideal candidate will have experience working within an office management department, strong communication skills, and a proactive approach to work.

Must have:

Office Management
Communication Skills
Proactive Approach
High Level Detail

Good to have:

Vendor Supervision
DSE Assessments
Health & Safety
Risk Assessments

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The role is responsible for assisting the Office Manager in all aspects of Office Management at the Budapest office, including (but not limited to) facilities, security and maintenance; health & safety.

The successful candidate will interact with both internal and external clients on a daily basis. You will have experience of working within an office management department as well as good planning, communication and organisational skills, with a high degree of professionalism.

DUTIES AND RESPONSIBILITIES

Facilities, Security & Maintenance

▪ Oversee and assist the housekeeper with the ordering, managing, distribution/rotating of stock and raising of PO’s for fruit deliveries, vending machine supplies, milk deliveries, coffee, tea and any other misc. consumable that may occur for facilities

▪ Ensuring of the smooth operation of the office

▪ Co-ordinating the PPM/Services for the Coffee Machines, vending machine & water dispensers and managing the monies of the vending machine

▪ Ordering and managing the stock for maintenance supplies including lightbulbs, tools and repair kits

▪ Management of the mail - delivering, franking and distribution of mail.

▪ Responsible for the facilities mailbox and logging and completing tasks

▪ Oversee and assist the cleaning team, covering their lunch, working in a team if they need assistance. To supervise and audit their tasks

▪ Robust management of the starter and leaver access pass process

▪ Responsible for conducting building and facility tours for new starters

▪ Assist in the monitoring of on-site sub-contractors. Report any issues to Office Manager

▪ Work alongside the Office Manager in enforcing the waste disposal policy, by reporting any non-compliance whilst ensuring that all communal storage and spaces are kept clear from clutter

▪ Assist with risk assessments and special requests when internal events are planned in the communal areas

▪ Assist Office Manager with the implementation and execution of reviewed policies and procedures for the new property department

▪ Assist Office Manager with all aspects of office duties

Office Management & Reception

▪ Oversee and assist the housekeeper with the collection, distribution and management of newspapers, voucher renewals

▪ Vendor supervision of soft services (i.e. catering, plants, pest control, etc) in accordance with the policy and procedure.

▪ Answering the switchboard, meet and greet of visitors, access control, mail management and preparation for meeting refreshment request

▪ Manage the stationery room, manage and report stationery requests from the other stationery storage points throughout the office

▪ Record and handle all outgoing couriers and mail, sorting and advising them of collection.

▪ Robust management of temporary, visitor & contractor passes issued.

Health & Safety

▪ DSE Assessments: conduct and manage the assessments and liaise with the Office Manager and HR any concerns raised.

▪ Daily/Weekly and monthly checks in relation to mechanical, electrical fire and health and safety-related schedules

▪ Responsible for Health and Safety reports/logs and checks

SKILLS AND EXPERIENCE

Essential

▪ Strong communication skills with the ability to deal with clients at all levels

▪ Ability to maintain composure when working in a pressurised situation

▪ Flexible with the aptitude to multi-task and re-prioritise where necessary

▪ Maintain a strong work ethic in all tasks carried out

▪ Proactive approach to work

▪ Capability to work collaboratively

▪ Maintain a high level of attention to detail

▪ Well presented, pleasant and articulate

▪ Problem-solver with a focus on delivering results

▪ Ongoing or finished university or college degree

▪ High standard of spoken and written English, and excellent Hungarian

▪ Experience of working in a corporate environment

▪ Administrative experience

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About The Company

Ion

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We’re visionary innovators who are delivering mission-critical trading and workflow automation software to financial institutions, corporations, central banks, and governments. By combining our passion for automation with a strategic view on the industries we serve, we design solutions that improve decision-making, simplify complex processes, and empower people. Simply put, we help our customers do more, faster and better than before. We believe our investments in research and development are shaping the future of automation and enabling our customers to transform their business. And we embrace the power of community, working with each other and with our customers to succeed through a positive culture of continuous improvement.