• Fulltime
  • Amsterdam

Per direct

We are looking for a Front Office Desk Secretary for an International tanker company based in Amsterdam.

Representation & Reception Duties

  • Receive and welcome guests and visitors.
  • Answer all incoming phone calls (company’s general phone number), take and distribute messages and/or direct callers to appropriate staff member or department.
  • Collect information and send/hand this to appropriate staff member or department.
  • Execute routine/daily work errands such as going to the post office or a store.

E-mail, Mail & Couriers

  • Read incoming e-mails, answer them or forward them to the appropriate staff member or department and ensure proper follow-up.
  • Collect, sort and distribute incoming mail and (courier) parcels.
  • Collect and prepare outgoing mail and ensure timely sending via regular or registered mail or via courier.

Administrative Duties

  • Monitor company agenda and meeting room calendars.
  • Prepare meeting rooms and organize meeting arrangements when and where required.
  • Manage company contact & phone lists and distribute accordingly.
  • Scan or copy documents.
  • Handle the petty cash register and prepare the monthly expenses report.
  • Assist in collecting information on, and arranging business travels for staff members as per instructions from HR.
  • Book taxis for staff members, visitors and guests.
  • Monitor office supplies, prepare orders and follow-up on delivery and storage.
  • Ensure timely and correct filing of company documents and coordinate in- and external archiving.

Other Tasks

  • Ensure tidiness and cleanliness of the company kitchen area.
  • Maintain and ensure tidiness of general office areas and meeting rooms; coordinate appropriate cleaning when and where required.
  • Ensure timely paper loading of general printers and monitor servicing of office equipment (printers, coffee machine, kitchen appliances, etc.).
  • Assist CEO with agenda management
  • Flights and travels
  • Assist with planning and organization of company events.
  • Assist in the collection of information on temporary accommodation for new-hired employees coming from abroad, and support them in the search for permanent housing (contact rental agencies, make appointments, provide information on utilities, etc.).
  • Other ad hoc duties and tasks when so assigned.

Qualifications

  • Accurate
  • Native speaker in Dutch and English
  • Service-oriented
  • Pro-active
  • Polite and empathic

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