Responsibilities office assistant- Supports the activities to the Facility Manager

• Responsible for the processing, storage and provision of the documentation entrusted to her/him, in accordance with the employer's rules and GDPR.
• Collecting and resolving service Client requests (CBRE SI Request system)
• Cooperation with suppliers providing services for the company (including guidance around the buildings)
• Raising Purchase Orders for services, goods, preventive maintenance services and soft services
• Manage the purchase order process from issue, receive goods, accept invoices to payment
• Services audits (e.g. cleaning, coffee)
• Services processes optimization
• Conference room management
• Manage parking places policy
• Providing purchase activity indirect services and office needs in the name of Client (on client’s system)
• Preparing commercial & corporate presentations, statistics or other type of files, according to the need
• Cooperation with Client HSE Manager
• Complies with the rules for healthy and safe working conditions, also notifies his/her direct supervisor and the responsible Client HSE Manager in the event of incidents and accidents.
• Fulfill all required CBRE policies and procedures.

Receptionist duties (making it full time at reception) during planned absence or sick leave- If necessary, he/she replaces his/her direct manager, when assigned, within the framework of his competence.

• Replacement of the receptionist during planned absence, sick leave, etc., as per the following requirements:
• Ongoing service to guests and office staff in a professional and friendly manner
• Coordinate phone calls and emails
• Manage parking places policy
• Visitors’ registration, hosting and informing the responsible employees about the arrival of the visitor
• Manage access control reports and an online register of visitors
• Managing employee and visitors access cards
• Request different card access from the responsible people
• Reports to the Security Manager and Facility Manager all access control and security issues
• Provides external parties with initial safety instructions and access control rules
• Correspondence management: flow of postal correspondence and cooperation with couriers (registration of incoming and outgoing mail, ordering couriers, preparation of parcels, etc.)
• Forwards signals for any building related issues to the rest of the CBRE team
• Participate in corporate meetings if needed
• Office administration (taxi booking, ordering business lunches, help with additional administrative tasks)
• If necessary, he/she replaces his/her direct manager, when assigned, within the framework of his competence.

Skills required- Workable knowledge of MS Office

• Workable knowledge of English – Level B2 minimum
• Local language proficiency is a must
  Key experience required- Customer service related
  Educational background- Secondary school degree
  Personal characteristics:- Need to be able cooperate in multi-functional team
• Communication skills
• Ability to manage several activities at time
• Passion for customer service