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
