Receptionist/Admin. Assistant (temporary between 6 - 12 months)

Job description

  Job facts

Summary

First point of contact for customers, suppliers, etc. Serves visitors by greeting, welcoming, and directing them appropriately. Notifies company personnel of visitor arrival; maintains security and telecommunications system.
As an Administrative Assistant, the incumbent will be required to perform administrative functions as requested.

This is a temporary position for a period of 6 - 12 month which potentially can be extended. The role will be hired through a sub-contractor.

Your responsibilities

Reception

·  Screens calls and directs accordingly
·  Opening the door for customers, any 3rd party suppliers and office cleaning staff. Maintains security by following procedures; monitoring guest book; issuing visitor badges
·  Responsible for sending/receiving and distributing courier and mail deliveries
·  Book taxis for visitors

Office Supply Coordination

·  Responsible for the office supplies and kitchen/pantry supplies ensuring orders for new supplies are placed in a timely manner
·  Prepare requests for business cards, name plaques, letterheads and envelopes
·  Coordinate the timely delivery of water and payment with the water company

Administration

·  Manage bookings of the internal meeting rooms
·  Responsible for keeping a log for office maintenance needed and liaising with the 3rd party facility company for any required maintenance
·  Collating received invoices on a daily basis and distribute to finance for payment
·  Maintain and updates phone extension lists and maintain internal telephone book database
·  Ensure that the employee leave balances and sick leave are updated and maintained. Provide necessary training to new employees on the automated leave system
·  Handling and reporting of petty cash
·  Backup for office manager regarding Visas, Jafza letters, flight and hotel bookings
·  Preparing LPO if required
·  Assists HR when required

Compliance
All service activities and behavior in business must be in compliance to Roche standards expected on all Roche employees

·  Who we are

Basel is the headquarters of the Roche Group and one of its most important centres of pharmaceutical research. Over 8,500 people from approximately 90 countries work in Basel, which is one of Roche`s largest sites.

Roche is an equal opportunity employer.

Desired profile

Who you are

In hiring new employees, we look for people who are also inspired by our mission and who would fit in well with the collaborative, rigorous and entrepreneurial spirit of the company culture. Because we know that employees are critical to our success in bringing novel medicines to patients, we are dedicated to remaining a great place to work and to providing employees with programs, services and benefits that allow them to bring the best to the business and to their personal lives.

Who you are

·  You hold a High School Diploma or equivalent
·  You have at least 3 years of experience in a similar role in a multinational company
·  Microsoft Office skills
·  Good command of English language in both spoken and written. Arabic is a plus
·  Friendly appearance
·  Telephone etiquette
·  Organized and well spoken
·  Able to multi-task
·  Customer focus
·  Able to work under pressure
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