Office Specialist

Tasks

• Independently manage administrative and coordination tasks related to the day-to-day operation of the site.
• Maintain contact with external service providers, contractors, the landlord and various internal departments.
• Provide administrative support to the direct manager.
• Manage, organize and archive contracts, documents and records.
• Support office relocation and other office-related projects.
• Track tasks, deadlines and deliverables related to ongoing projects.
• Work closely with other departments and international colleagues.
• Administer incoming invoices, create POs and process invoices in SAP.
• Monitor site-related costs and budgets, including OPEX and CAPEX.
• Handle administrative tasks related to the company car fleet, including vehicle orders, mileage and cost tracking, fuel cards and other related matters.
• Support the administration of access control and site security systems.
• Coordinate building and facility-related services, including maintenance, cleaning, catering and other services.
• Monitor energy and utility consumption data.
• Cooperate with HR and IT departments and provide administrative support when required, including the use of the Nexon time management system and handling time-related reports.
• Coordinate the procurement and inventory management of mobile phones, tablets and other equipment.
• Support the organization of corporate and external events in cooperation with the Marketing team.
• Support the organization and coordination of management and team meetings, as well as other business meetings.
• Provide administrative support related to business travel, events and other business activities.