As the first point of contact for visitors you will represent us as a professional organisation that will emphasise confidence in our capabilities. As the Administrative Assistant you will assist in the overseeing of the general management of the office, operational efficiency and effective communications. Liaise between regions and staff to provide information, answer questions, and respond to requests. Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience
WHAT YOU WILL BE DOING
Welcoming:
Presenting the business in a professional manner
Greeting and welcoming visitors to the office, ensuring they sign in the visitor's book
Notifying the health and safety representative where a safety induction may be required
Informing the relevant team member of their arrival
Monitoring and ensuring that your reception area is kept tidy and projects a professional image
Keep a record of staff and visitors signing in and out of the building
In the event of a fire and/or any other emergency direct staff to leave the building
Being responsible for ensuring that the visitors book and staff movement sheets are removed from Reception and taken to the outside meeting point
Checking and signing for deliveries, before informing the relevant member of staff of their arrival
Telephones:
Managing and monitoring
Operating our switchboard - receiving and transferring calls, announcing callers
Acting as a barrier for unwanted 'cold' calls
Ensuring all voicemail messages to main office number are taken and directed to staff members
Maintaining and ensuring that the switchboard and after-hours messages are appropriate
Reporting telephone equipment and line faults to the IT team
Training all new staff in the operation of the telephone system, as part of the new staff induction process
Taking a pro-active approach to ensure everyone is properly trained on making full use of the system
Reviewing and updating on a regular basis the staff contact and telephone extension lists
Facilities:
Keeping things running
Open the offices in the morning and lock the front door in the evening, setting the alarm
Ensure the front entrance of the building is presentable sorting / reporting any problems
Check cleanliness of the office interior and sorting / reporting any problems
Ensure the kitchens are stocked with milk, sugar, tea and coffee, water and soft drinks etc.
General / Administrative:
Supporting business functions
Announcing visitors to site
Supporting with company events and communications
Facilitating and coordinating travel arrangements – from hotels to planes, trains and automobiles
Ordering office supplies as required
Managing the incoming and outgoing mail daily
Managing the office calendar system for shared knowledge of the teams' absences from the office
Scanning, filing and other administrative tasks that may help the teams
Wymagania
WHAT MAKES YOU RIGHT FOR THE ROLE
Required Attributes:
Able to communicate clearly in Polish and English – verbal and written
Proven administrative experience
Superb written and verbal communication skills
Strong time-management skills and multitasking ability
Proficient in Microsoft Office, with aptitude to learn new software and systems
Solid interpersonal skills
High school diploma or equivalent
Desired Personal Characteristics:
Confident manner, good presentation skills
Determination - not easily discouraged or put off
Passion, enthusiasm and charisma
Innovative – prepared to see beyond how it has been done before
Positive outlook – always sees opportunity through any adversity
Resilient – ready to bounce back from any challenges
Assertive – gets things done when they need to be
WHAT WE ARE ABOUT
Western Global is the world's leading supplier of mobile fuel storage solutions. With locations in Europe, North America, South Africa and the Middle East, Western Global designs, manufactures, and delivers innovative fuel and fluid storage solutions and provides refueling equipment across the world, regardless of the application.
Innovation and engineering excellence drive us forward.
We strive for continuous improvement in product development to meet customer requirements. We contribute our drive and our success to our world-class team, and are currently seeking to add a like-minded passionate individual to join our organisation.
