Description
Receptionist function:
- Occupation of reception desk (time to be determinate)
- Telephone and message service/acceptation, delivery and recall
- Reservation and booking service for conference rooms customer area.
- Reservation of Taxis & Restaurants for clients
- On site daily mailbox check, distribution of mail, general post office services
- Provide date stamp incoming mail
- Ordering replenishment of office supplies inside copy area and for kitchen
Facility support:
- Collecting and forwarding of invoices to Ireland, at least once per week
- Point of contact for clarification/support of accounts/payment-related issues
- Tracking of invoice reminders (Ireland)
- Approval of invoices in MarkView
- Point of contact to assist with REWS (Real Estate & Workplace Services) requests
- Point of contact for office Landlord
- Point of contact for office Suppliers
- Assisting with office maintenance contracts when requested by REWS
- Handling of requests for quotations and POs issue to Facilities vendors
- Office Mailroom -Tracking of incoming-outgoing shipments
- Regular surveys of office environment for reporting to REWS
- Purchase of supplies (supermarket/stores)
- On-line purchase of Office stationery (both Milan and Rome)
- Point of contact to assist in Safety & security related matters when requested by REWS
- Internal Training assistance: Forwarding of participants' list for badge preparation, organization of catering, office signage, etc
- Managing and coordination of cleaning, waste disposal, e-scrap
- Ordering, registration and issuing of office keys and access cards to new employees
- Blocking and withdrawal of office keys and access cards in case of termination and loss
- Coordinate with Westford Security and security contractors on security related issues for the Italy offices
- Coordination of repairs and maintenance as needed
Assisting REWS in Supplier selection.