Office Assistant
Description:
About the Opportunity
Responsible for the Office assistance in the Portuguese Operations including reception, administrative support, event planning and management as well as office atmosphere. Besides, coordinates all facility related activities in Portugal. Continuously contribute to create a work environment that reflects the company culture & values and brings joy to work in the office.
Responsibilities
Candidate Profile
Operations Responsabilities
• Responsible for the reception in absence of a receptionist.
o Answering and transferring incoming calls
o Meet & greet all visitors
o Pre-register visitors
o Access to the info inbox and dealing with any in- and external emails.
o Postal Duties
• Administrative Support
o Booking Taxis, hotels, restaurants and flights if requested
o Assisting with general administration as instructed on an ad-hoc basis.
o Travel Plans – organizing transport where required, complete the travel plan itinerary for each visit, help with putting together the final itinerary for visitors, liaise with relevant people who will be involved with the visit, send diary invites to the relevant visitors and their assistants to confirm bookings.
o Helping with visa applications (arranging signed invitation letters and personal insurance letters)
o Processing invoices for the Driscoll’s Charitable Funds according to the Driscoll’s Philanthropy policies and Operations guidelines
o Processing and registering Fruit Donation requests in DAX and Driscoll’s Philanthropy platform
o Administering the Berry Store - process and purchase of fruit by the employees and other Driscoll’s fruit initiatives
o Supporting the Expense Report of Operations Management if required
o Coordinate the logistics of employee car leasing deliveries and returns
• Event Planning and Management
o Hospitality including ordering and providing refreshments/lunches for meetings
o Supporting organization, execution and evaluation of internal events and grower events
o Assisting with arrangements and liaison for Driscoll’s events both externally and internally
o Ordering lunches for lunch meetings
o Assisting with event booking forms, responses and changes where necessary
o Attending events as required to support the business
• Engagement
o Continuously seeking ways to make the office environment more pleasant and safe for all employees, coordinating celebrations, birthday celebrations, recognition events that reflect Driscoll’s values.
o Coordinating the planning and execution of Year-End event in Iberia
• Facilities
o Day-to-day management of the company’s facilities.
o Propose changes and improvements based on observations of facilities.
o Liaise with facility suppliers and maintain a good communication and relationship.
o Create and manage new vendor profiles
o Answer emails in the general inboxes from customers, consumers & colleagues.
o Stock taking on regular basis of all Staff Refreshments/board room refreshments, ordering more stock when needed
o Make sure the Coffee Machine is always working and if not check to see if it can be fixed or call for an engineer.
o Make sure the Defibrillator is tested regularly to make sure it is working
o First Aid kit is always complete, to be checked on a monthly basis
o Managing contracts, ordering furniture, support the maintenance / actions required in relation to the office environment and ensuring facilities meetings are properly arranged and serviced. This will include drafting agendas, collating papers and reports, taking accurate minutes and following up on action points, the arrangements of lunches and refreshments.
• Ordering office supplies, stationery and equipment, updating/balance the expense account and Administration credit card.
• Raising Purchase Orders for any orders and invoices as and when required
• Work together closely and align with the Office Assistants in other offices.
• Any other task assigned by management, which is considered to be within the scope of the post holder.
• Onboarding new hires that join their office. Giving them an office tour and informing them about the office and its rules.
R0007914