Office Administrator / Assistant to the Team

Office Administrator / Assistant to the Team

Reception specialist to the office of  Marketing Consulting Agency

Key Description of the position:

Reception Specialist will constantly work at the  ART OF MICE Company office, ensuring normal daily operation of the office space. Office space is located in the one of the most central district of Kyiv, in professional business center (not big, but cozy with the very friendly & creative atmosphere).

ART OF MICE Agency  - is a combination of  experience, capabilities and resources in  MICE & Marketing events in B2B. We provide full cycle of services from creative communication strategy to efficiency analysis in MICE & Marketing companies sphere  to increases sales/traffic or/and to support image. In our clients portfolio: international brands and companies such as (Coca Cola, McDonald's, ING Bank, Ericsson, Bayer, etc) & retail wholesalers ( Ocean Plaza, Karavan Group, Lavina, Forum Lviv, Ukraine Shopping Mall)

Office Manager is one of the key part of our project event team, who helps with the office routine operation and assist project managers with the simple operational tasks: business trips bookings, business correspondence, commercial offers translation(letters, presentations), others.

Been a part of a creative team,  you will be involved into the "magic" process of special creative events production and will be able to grow up

 We offer: legal employment, stable competitive salary, young & friendly atmosphier & cozy newly renovated

Knowledge of English is at a good level, necessary for competent conduct of telephone and oral negotiations, translating of papers and letters (this is the UpperIntermediate level);

Responsibilities:

• Meeting visitors in the office / Offering tea, coffee, water etc;
• Managing documentation (magazine) for guests, clients etc;
• Reception and forwarding of incoming phone calls, faxes;
• Processing of incoming and outgoing correspondence (reception, registration and redirection);
• Making orders for sending and sending mail by courier services and by mail;
• Stamping, sorting, preparation documents for signing;
• Working with agreements: entering data into agreements, entering agreements into electronic databases;
• Preparation of letters of attorney to receive goods (not accounting), outgoing letters
• Arranging the reception of deliveries (ordering cargo parking, meeting loaders at the freight elevator, etc.)
• Copying, scanning
• Ordering and issuing office supplies to company employees;
• Order of business cards for employees;
• Administration and supporting with an office e-mail account;
• Organization of business trips: ordering of air and tickets, booking hotels, organizing transfers, assistance in obtaining visas;
• Supporting fulfillment site & FB portfolio
• Organization of material and technical support of room & technical devices with the support of technical specialists
• Assistance in translation of documents for presentations;
• Reporting;
• Communication with the technical service of the Business Center;
• Maintaining an archive of documents, newspapers, information materials;
• Interaction with all employees of the Company and suppliers, sometimes clients
• Carry out individual managerial duties;

Salary -15 UAH  net salary after payment of all company taxes + transport compensation, mobile phone and laptop.  Possibility to increase the income due to the project events support onsite. Official employment

Business hours are from 9.00 a.m. to 6.00 p.m. Lunch Time - 1 hour