Description
Hi All,
Immediate Hiring for Office and Reception Management role for IT services company based in Paris ,France.
Location: Paris ,France.
Language Requirement: Bilingual (French & English)
Contract Duration: 1 year contract
Start Date: As soon as possible
Responsibilities:
Facility & Front Desk Management(Front Desk Management related activities are for Paris Office; whereas other activities would also involve for other offices in France)
1. Handling incoming Calls and Messages and routing appropriately
2. Visitor and Client handling and directing them accordingly
3. Managing Conference/Meeting Rooms Booking, Allocation and upkeep
4. Security Access - Issuing of New cards, validity extensions, tracking etc.
5. Day to Day Administration of the office
6. Draft Office Procedures & Systems and ensure smooth Office Operations through coordinated Office Activities and Schedules
7. Be the single point-of-contact for the International Operations team at the location for co-ordination required within functions/any site related reporting, concerns or escalation
8. Monitor Annual Maintenance Contract Calendar and follow up for office related AMC Renewal
9. Act as Primary contact and the First Line of Control for Building Management Upkeep & Maintenance as well other Utility Services and follow-up for Job Completion
10. Explore opportunities for Operational Cost Optimization and run related initiatives for the location(s)
11. Research and analyse routine administrative projects for the Supervisor; prepare first draft reports on routine administrative matters
12. Assist the Sales/Delivery Leadership in specific task related to Customer Relationship Management within Premises.
:Welcome Guests, Preparation and Logistics support for events at office
Mail & Inventory Management
1. Post & Courier: Incoming and outgoing: tracking and sending
2. Reimbursement collection, recording, segregation both outgoing and incoming and dispatch of post/courier appropriately
3. Stationery - Purchase, distribution and tracking, EHS Related.
1. Drive the existing organisation systems/practices at the location along with Employee Health and Safety Standards
2. Monitor and control Security Measures within the office on a 24 x 7 Basis
3. Actively Participate in BCP Drills and Exercises/Employee InitiativesVendor Management & Invoicing
1. Identification, Tie up & Management of Vendors for Printing, Stationary, Equipment Maintenance & Courier Services etc., and their performance monitoring
2. Tracking billable and non-billable expenses
3. Monthly Vetting of Service Bills & put forward for final signoff
4. Review and summarize miscellaneous reports and documents; prepare background documents as necessaryInvoicing & Clerical Support
1. Sending invoices to finance team for payment and follow up
2. Provide basic clerical support in a variety of administrative settings like filing, data entry and mass mailers, greeting cards, collaterals, etc.
3. Helping in creating employee handbook for office
4. Continuous process improvements through Automation, Lean methodology etc.
5..Support Country Head in organize specific meeting requiring discussion from assistant to assistant for C-level discussions. Take message and convey message by phone or email, taking in count the context, confidentiality
6. Support Business Teams with Coordinating Meeting lunch arrangements and other logistics.
About US: Avance Consulting is one of the UK's fastest growing talent acquisition companies. Head quartered in London, we are a global reach agency with a large presence in UK, Europe, US and India.
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Best Regards,
Raazia Fatima
Talent Acquisition Consultant