Reception & Office Assistant

<h3>Company Description</h3><p>At Informa Global Support, we’re about connecting businesses and professionals with knowledge. From cutting-edge research to specialist digital demand, our reach is extensive. We’re the power behind a range of fantastic brands such as FAN EXPO, Omdia, World of Concrete and many more. Through cutting edge research we’re here to champion specialists by helping people learn more, know more and do more.</p><p>As those businesses grow and develop, so will the opportunities for you to grow and develop within Informa Global Support. We’re passionate about building for the future - and want your future to be with us. Because we know you’re hungry to expand your skills by embracing new experiences. And all the while you’ll be supported by a community of talented and like-minded colleagues, where openness is encouraged and a can-do attitude is the norm.</p><h3>Job Description</h3><p><strong>Reports to: </strong><br/> Senior Facilities Manager</p><p><strong>Direct reports:</strong><br/> n/a</p><p><strong>The Role</strong></p><p>The Reception &amp; Office Assistant is primarily responsible for providing site level administrative support and reception service to the Informa Amsterdam office. They must have a professional and energetic approach as well as good time management skills and the ability to multitask.</p><p><strong>Job Summary/Responsibilities</strong></p><ul><li>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.</li><li>Receive and sort daily mail/receive deliveries/arrange couriers. Notify employees when they receive deliveries.</li><li>Provide administrative support in maintaining all documentation and record keeping,</li><li>Maintain security by following procedures and controlling access (operate visitor book, issue visitor badges). Activating visiting colleagues badges for Amsterdam office use.</li><li>Provide new colleagues with access badges, office tours &amp; site inductions</li><li>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.</li><li>Ensure appropriate supplies of consumables at all times (eg milk, coffee beans, CO2 bottles, stationery equipment, etc)</li><li>Cooperate with building property managers to solve issues relating to service requests, upkeep of facilities &amp; attend building tenant meetings when required,</li><li>Working with office support team to ensure service is delivered at all times, especially during any team absences,</li><li>Process purchase orders and expense reports. Process invoices in Oracle in timely fashion following all checks and procedures,</li><li>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,</li><li>Take part in and be responsible for QHSE (Quality, Health, Safety &amp; Environment) provision, coordinating fire warden and first aid trainings &amp; associated arrangements, ensuring first aid supplies are sufficient,</li><li>Take part in regional EMEA initiatives as required</li><li>Perform daily floor checks and identify needs for repairs, ensuring checks of all meeting rooms, toilets, plants, lighting, etc,</li><li>Raise Facilities tickets in Informa’s preferred Facilities Management reporting tool &amp; see through to completion,</li><li>Oversee cleaning, waste removal, recycling, managing vendor directly,</li><li>Coordinate directly with Facilities vendors including but not limited to maintenance, health and safety, food &amp; beverage,</li><li>Keep track of office-related spend, keeping records on the established invoice tracking systems,</li><li>Take part in, or own ad-hoc projects as required,</li><li>Perform other related duties as required or requested.</li></ul><ul></ul><p>Candidates must be eligible to work in the country for which they are applying.</p><p> </p><h3>Qualifications</h3><p><strong>Qualities needed for the role</strong></p><ul><li>Excellent oral and written communication skills in Dutch and English.</li><li>Proven multi-tasking capability and solid organizational skills, work with minimal supervision.</li><li>Solutions driven and can-do attitude.</li><li>Discretion when dealing with confidential information.</li><li>Ability to interact professionally with people from different cultures, ethnicities and sexual orientations, and at all levels in the organization.</li><li>Creative thinking with ability to partner/collaborate with others in the office.</li></ul><p><strong>Skills required</strong></p><ul><li>MBO education level.</li><li>Demonstrable experience within an administrative assistant role of similar.</li></ul><p><strong>Desired</strong></p><ul><li>Strong computer skills to include