Office/ Admin Assistant
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Key skills for this role
About the Role
SYSTRA seeks an Office/Admin Assistant to ensure smooth front office operations and provide administrative support. The role involves managing reception, coordinating appointments, handling office supplies, and supporting fleet management.
Key Skills for This Role
Responsibilities
- Serve as the first point of contact for visitors, clients, and vendors providing a warm and professional welcome
- Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries
- Process employee requests and provide relevant information
- Coordinate and schedule appointments and meetings as needed
- Provide administrative support to various departments and managers, including data entry, filing, and document preparation
- Coordinate with vendors and service providers for office supplies, maintenance and services
- Prepare purchase requests, follow up on quotations, and order processing
- Support invoice tracking and coordinate with finance for payments and documentation
- Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping
- Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation
- Monitor vehicle movement, maintain trip logs, coordinate with drivers and utilization of fleet
- Coordinate regular servicing, repairs, and record inspections of vehicles
Requirements
- Bachelor's degree in business administration or equivalent
- 3 5 years relevant experience in a similar role, preferable in a corporate
- Strong knowledge of Microsoft Office
- Strong communication and interpersonal skills
- Good organizational skills with accuracy, attention to detail, and thoroughness
- Ability to maintain high level of confidentiality
- Flexibility to adapt to changing priorities and work in fast paced environment
Full Job Posting
Company Overview
- SYSTRA is one of the world's leading engineering and consultancy groups specialising in public transport and sustainable mobility.
- With over 10,300 employees, SYSTRA's mission is to design safe and sustainable transport solutions.
- The company provides services in over 80 countries worldwide.
Context
- As Office/Admin Assistant, you will be involved in ensuring smooth operation of front office and providing excellent administrative support.
- The mission is to facilitate communication, provide assistance, and contribute to the smooth functioning of Organization’s daily operations.
Missions/Main Duties
- Serve as the first point of contact for visitors, clients, and vendors providing a warm and professional welcome.
- Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries.
- Process employee requests and provide relevant information.
- Coordinate and schedule appointments and meetings as needed.
- Provide administrative support to various departments and managers, including data entry, filing, and document preparation.
- Coordinate with vendors and service providers for office supplies, maintenance and services.
- Prepare purchase requests, follow up on quotations, and order processing.
- Support invoice tracking and coordinate with finance for payments and documentation.
- Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping.
- Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation.
- Monitor vehicle movement, maintain trip logs, coordinate with drivers and utilization of fleet.
- Coordinate regular servicing, repairs, and record inspections of vehicles, liaising with vendors/garage.
Profile/Skills
- Education: Bachelor’s degree in business administration or equivalent.
- 3 5 years relevant experience in a similar role, preferable in a corporate.
- Strong knowledge of Microsoft Office.
- Strong communication and interpersonal skills.
- Good organizational skills with accuracy, attention to detail, and thoroughness.
- Ability to maintain high level of confidentiality and discern sensitive issues.
- Flexibility to adapt to changing priorities and work in fast paced environment.
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