.RECEPCIONIST AVILAManaging the front desk area, serving as the first point of contact for visitors and callers, and providing administrative support to HR department and others.Reception tasks Greeting Visitors and Guests:Welcome and greet visitors in a professional and friendly manner.Ensure a positive and welcoming experience for all guests entering the premises.Organize coffee breaks and lunch with customers and internal events with suppliers.Ensure that the meeting rooms are organized for visits.Answering and Directing Phone Calls:Manage incoming phone calls, screen and direct them to the appropriate individuals or departments.Take and relay messages accurately.Managing Front Desk Operations:Maintain a neat and organized front desk area.Manage the distribution of mail and packages.Handle inquiries and provide information to visitors or callers.Appointment Scheduling:Schedule and confirm appointments for employees and visitors.Keep track of meeting room bookings.Administrative Support:Provide basic administrative support such as photocopying, faxing, and filing when required.Assist in the preparation of documents and reports as needed.Orders:Management of office supplies.Management of Personal Protective Equipment.Production and cleaning supplies.Invoicing:Review working clothing invoices.Review invoices from Randstad.Review other additional vendors.Translation of documents:- Buying supplies for urgent matters of different departments.Responsible for the cleanliness of the facilities:- Responsible for the tidiness of the rooms and the supply of materials.Expenses Support:- Handle travel expenses for MD Europe, NPD Director, and Operational directors.HR Support:Payroll support.Prepare the monthly information for the vendor coordinated with managers from operations.Record and control absences from employees.Internship program:Coordinate the internship program dealing with vocational training schools.Detect internal need for internship in department.Search for internship students.Close the agreements with training centers.Onboard new interns.Follow up on the students and tutors.Cost control of expenses.Training support:Trainings coordination between managers and trainers.Support for presentations and attendances in Alchemy.Fundae operations with vendor.Graduate program assistant:In coordination with James, support in searching candidates contacting with universities, business schools and potential sites.Contact with candidates and first phone screening.General support:New Vendors process management.Management of medical checks.Events coordination:- Family Day, Christmas Dinner, etc.Any other additional task assigned by the manager.Requirements: High School Diploma or Equivalent.Any additional training on administration will be a plus.3 years of experience in similar tasks.High level of English, minimum C1 required
