Office Assistant Cinisello Balsamo

Office Assistant
Cinisello Balsamo
Lombardia, Cinisello Balsamo

Keywords Studios Italy, a Keywords Group company, provides international media localization, translation, voice recording, localization testing and international content creation services through its network of project managers, recording studios, and selected linguists around the world.

We're looking for an Office Assistant o join our Office Management team.

**Duties and Responsibilities

- Unlocking all meeting rooms and HOD offices

- Meeting & greeting all visitors and escorting them to the respective meeting room

- Ensuring our offices are fit for purpose at all times by carrying out daily building checks with your team, and actively noting any housekeeping & maintenance actions, and escalate where necessary to Senior Office Manager

- Manage and monitor all our building access passes, including updating badge tracker and reordering passes whenever needed

- Booking any hospitality related queries, i. e.

hotel bookings, taxi and restaurant for executives meetings as per request

- Manage and monitor all our outgoing and incoming post and couriers, making sure the tracker is always up to date

- First point of contact for actioning any day to day soft maintenance and meeting room AV troubleshooting

- Managing all water coolers & coffee machines, including basic servicing and repairs, reporting Senior Office Manager where needed

- Checking stock levels, sourcing and purchasing all business-related items e. g.

all kitchen & food supplies, stationery, bathroom supplies, all meeting room crockery & cutlery, non-IT ergonomic items, any H&S items e. g.

first aid kit supplies, Covid related items and any miscellaneous items

- Monitor and replenish all our first aid boxes and feminine product boxes on monthly basis

- Actively setting up new vendors, raising dept.

purchase orders and requesting for new accounts with IT

- Actively managing our storage units, by refilling stock, tidying up where needed and clearing if need be

- Actively managing all our office and building doors keys including, labelling and arranging for new ones when needed

- Proactively coordinating incoming new starter and leaver process and ensuring welcome packs are ready or items are returned

- Create, update and work with Senior Office Manager for any company posters

- Supporting the Senior Office Manager with any engagement and D&I activities, including setting up events and arranging for catering

- Assisting our Senior Office Manager with all small-scale internal and external office moves

- Keeping supplier lists and Office Support folder on SharePoint relevant & up to date

- Assisting the HR and the Managing Director with ad hoc tasks to promote the smooth running of the business

- Assisting with any other ad hoc and running errands as per request

**Requirements**:

**Skills & Experience Required

**Technical Skills

- At least 2 years' experience as Office Assistant from hospitality industry or in multinational companies

- Desirable degree in Hospitality, Psychology or Marketing

- Intermediate English both written and verbal

- Good knowledge of Microsoft Office (PowerPoint, Excel and Word in particular)

- Desirable a good knowledge of Photoshop

**Behavioural Skills

- Service & people oriented

- Enthusiastic

- Professional & discreet

- Agile & flexible: ok to move around & between offices/floors

- Time keeper

- Organized

- Proactive

- Creative

Initial fixed-term contract for 12 months.