About this role
Responsibilities:
Greeting Visitors: welcome guests, clients, and employees with warm and professional demeanorManaging Calls: answer, screen, and direct incoming phone calls to the appropriate departmentsHandling Correspondence: sort and distribute incoming mail, register incoming mailHandle the list of outgoing numbers and provide outgoing numbers per requestIssuing and collecting visitor/employee badgers + keeping a logbookOrdering office supplies and other necessary productsKeeping and updating the employee listKeeping records of office expenses and costsProviding and sorting documentation for the accounting departmentArranging parking for employees and guestsPerforming clerical duties such as photocopying etcOrganizing the shipping of documents and parcels via New Post and DHL to CIS&SEE RegionsCustoms clearance (for both receiving and shipping packages)Obtaining signatures for various documents per requestMaintaining Reception Area: ensure the reception area is tidy and presentable, with all necessary stationery and materials.Scheduling Appointments: coordinate and schedule meetings and appointments for staff and managementAdministrative Support: provide administrative support to the Facilities Manager and Administrative department, various departments as needed, including data entry, filing, and document preparationCustomer Service: address visitor inquiries and assist with questions or concerns, providing accurate information about the company and its servicesSecurity Protocols: follow security procedures for the entry and exit of visitors and staff, ensuring a safe environmentThis is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.
Higher EducationLanguage skills Fluent English (verbal and written)Experience in general administrative duties. Previous experience as a receptionist or in a customer service role preferredInterpersonal and communication skills (written and verbal) are essentialCompetence in Microsoft Office (Word, Excel, PowerPoint, Outlook) and the webPrevious experience of working in an international environment preferredGood judgment, diplomacy and tact are essential, with the ability to work with staff at all levels of seniority throughout the organizationPersonal effectiveness coupled with a high degree of diplomacy and tactAbility to work closely with other team members in a small team environmentAbility to work on own initiativeAttention to details is essentialFriendly and approachable, with strong organizational skills and the ability to multitask effectively Visa is an EEO Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. Visa will also consider for employment qualified applicants with criminal histories in a manner consistent with EEOC guidelines and applicable local law.