Reception & Office Assistant

Job Description
The Role:
The Reception & Office Assistant is primarily responsible for providing site level administrative support and reception service to the Informa Cairo office. They must have a professional and energetic approach as well as good time management skills and the ability to multitask.
Job Summary/Responsibilities:
Provide hospitality support to include but not limited to reception service, greeting and welcoming visitors, directing and announcing business updates as appropriate, meeting room support and ad-hoc lunch ordering.
Receive and sort daily mail/receive deliveries/arrange couriers. Notify employees when they receive deliveries.
Provide administrative support in maintaining all documentation and record keeping,
Maintain security by following procedures and controlling access (operate visitor book, issue visitor badges). Activating visiting colleagues badges for Amsterdam office use.
Provide new colleagues with access badges, office tours & site inductions
Perform daily site checks, logging any issues in the appropriate system. Maintain a tidy office by ensuring that kitchen area, meeting rooms and common spaces remain clean.
Ensure appropriate supplies of consumables at all times (eg milk, coffee beans, CO2 bottles, stationery equipment, etc)
Cooperate with building property managers to solve issues relating to service requests, upkeep of facilities & attend building tenant meetings when required,
Working with office support team to ensure service is delivered at all times, especially during any team absences,
Process purchase orders and expense reports. Process invoices in timely fashion following all checks and procedures,
Coordinate with Executive Assistants on in-house events, support senior management needs as they arise, and respond to any other requests relating to the Senior Management in timely manner,
Take part in and be responsible for QHSE (Quality, Health, Safety & Environment) provision, coordinating fire warden and first aid trainings & associated arrangements, ensuring first aid supplies are sufficient,
Take part in regional EMEA initiatives as required
Perform daily floor checks and identify needs for repairs, ensuring checks of all meeting rooms, toilets, plants, lighting, etc,
Raise Facilities tickets in Informa s preferred Facilities Management reporting tool & see through to completion,
Oversee cleaning, waste removal, recycling, managing vendor directly,
Coordinate directly with Facilities vendors including but not limited to maintenance, health and safety, food & beverage,
Keep track of office-related spend, keeping records on the established invoice tracking systems,
Take part in, or own ad-hoc projects as required,
Perform other related duties as required or requested.

Desired Candidate Profile

Profile:
Qualifications
Excellent oral and written communication skills in Arabic and English.
Proven multi-tasking capability and solid organizational skills, work with minimal supervision.
Solutions driven and can-do attitude.
Discretion when dealing with confidential information.
Creative thinking with ability to partner/collaborate with others in the office.
Skills required:
Educated to degree level or equivalent.
Demonstrable experience within an administrative assistant role of similar.
Strong computer skills to include; Microsoft Word, Outlook, PowerPoint and Excel.
Education:
Bachelor of Business Administration(Management)
Gender:
nm
Nationality:
Any Nationality