Administrative Officer / Receptionist (60%)

About the job

• First point of contact for customers, suppliers, and employees as well as managing the reception and ensuring a positive first impression of the company
• Managing the telephone switchboard, handling emails, and managing various calendars and meeting rooms
• Organizing and coordinating appointments, meetings, and administrative processes as well as internal events
• Creating and processing general correspondence and forwarding information to the responsible departments
• Supporting / collaborating with the team, supervisors, department heads, and site managers in administrative matters
• Supervising and training apprentices in the role of practical trainer and assessing practical assignments
• Preparing and sending subcontractor contracts
• Controlling administrative creditors and temporary staff
• Taking meeting minutes
• Ordering and managing office supplies
• Managing toner and printer bags for foremenManaging internal email distribution lists for employee entries and exits
• Coordinating incoming and outgoing mail
• Managing and maintaining the cafeteria
• Archive management
• Assisting with the quotation process

• Commercial or equivalent training
• Experience in reception, secretariat, or administration
• IT skills; confident use of Office 365 (Word, Excel, Outlook, Teams, SharePoint); advantageous: Abacus / Ababau
• Good knowledge of office organization and administrative processes
• Service-oriented personality with enjoyment of reception duties and a professional appearance
• Organizational talent and independent working style
• Communication and teamwork skills
• Reliability and resilience
• Trainer qualification is an advantage