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Senior Office Assistant
1 year ago
Keywords Studios Italy, a Keywords Group company, provides international media localization, translation, voice recording, localization testing and international content creation services through its network of project managers, recording studios, and selected linguists around the world.
We're looking for a Senior Office Assistant to join our Office Management team.
Duties and Responsibilities
- Daily front office tasks, meet & greet visitors, switchboard duties and reception cover
- Ensuring our offices are fit for purpose at all times by carrying out daily building checks with your team, and actively noting any housekeeping & maintenance actions, and escalate where necessary to Senior Office Manager
- Check stock levels for all business-related items are sourced e.g. all kitchen & food supplies, stationery, bathroom supplies, all meeting room crockery & cutlery, non-IT ergonomic items, any H&S items e.g. first aid kit supplies, Covid related items and any miscellaneous items
- Actively set up new vendors, raising dept. purchase orders and requesting for new accounts with IT
- Manage and monitor all our building access passes, including updating badge tracker and reordering passes whenever needed
- Actively managing all our office and building doors keys including, labelling and arranging for new ones when needed
- First point of contact for all our company suppliers/vendors related queries
- Responsible for the supplier lists and Office Support folder and work closely together with Office Assistant to ensure everything is up to date
- Manage all water coolers & coffee machines, including basic servicing and repairs, reporting Senior Office Manager where needed
- Assist and coordinate different workplace well-being and CSR projects with Senior Office Manager
- Assist and coordinate all H&S related queries, and ensure all our records are updated and neatly organised
- Monitor and control all hard and soft maintenance, and ensure all preventative measures are carried regularly
- Coordinate all preventive maintenance works and ensure everything is correctly recorded
- Coordinate all small-scale internal moves and support Senior Office Manager with office fit-out works and space planning projects
- Support Office Assistant with any engagement and D&I activities, including setting up events and arranging for catering
- Book and organize any hospitality related queries together with the OA, i.e. hotel bookings, taxi and restaurant for executives meetings as per request
- Proactively coordinating incoming new starter and leaver process and ensuring welcome packs are ready or items are returned
- Assist the HR and the Managing Director with ad hoc tasks to promote the smooth running of the business
- Assist with any other ad hoc and running errands as per request
Requirements
Skills & Experience Required
The ideal candidate for this role should have good communication and organizational skill and a previous experience as Office Assistant.
Technical Skills
- At least 2 years’ experience as Office Assistant from hospitality industry or in multinational companies
- Desirable degree in Hospitality, Psychology or Marketing
- Intermediate English both written and verbal
- Good knowledge of Microsoft Office (PowerPoint, Excel and Word in particular)
- Desirable a good knowledge of Photoshop
Behavioural Skills
- Service & people oriented
- Agile & flexible: ok to move around & between offices/floors
Initial fixed-term contract for 12 months.
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