Office Assistant
Keywords Studios, Italy

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 amp; greeting all visitors and escorting them to the respective meeting room
• Manage and monitor seat booking tool, email booking host for board level or executive meetings and arrange breakfast, water or lunch accordingly
• Ensuring our offices are fit for purpose at all times by carrying out daily building checks with your team, and actively noting any housekeeping amp; 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 amp; 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 amp; food supplies, stationery, bathroom supplies, all meeting room crockery amp; cutlery, non-IT ergonomic items, any Hamp;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 Damp;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 amp; 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 amp; Experience Required
The ideal candidate for this role should have good communication and organizational skill and a previous experience as Office Assistant.

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 amp; people oriented

• Enthusiastic

• Professional amp; discreet

• Agile amp; flexible: ok to move around amp; between offices/floors

• Time keeper

• Organized

• Proactive

• Creative

Initial fixed-term contract for 12 months.

Job Rewards and Benefits