Team Assistant/Receptionist/Secretara/Office assistant

Angajator: Alef Distribution
  • Secretariat - Administrativ
  • Tip job: full-time
    Nivel job: 1 - 5 ani experienta
  • Actualizat la: 18.07.2019
    Scurta descriere a companiei

    ALEF Distribution RO S.A. is part of the ALEF NULA, a regional distributor for Eastern Europe. Founded in 1994, ALEF generated revenue of approximately $ 180 million, relying on over 220 employees, experts in the areas covered.


    • Romanian fluent, English advanced
    • Experience in a Receptionist or Office Administrator position
    • Very strong organizational skills
    • Knowledge of MS OFFICE tools
    • Communication skills
    • Flexibility
    • Driving license advantage


    • Ensures the welcoming of visitors (clients, business partners) in the reception area or in the meeting rooms
    • Check the daily cleaning of the work area and repair any cleaning problem, check and fix building maintenance issues
    • Providing assistance for administrative issues and provides the necessary protocol for the sessions and business meetings;
    • Perform miscellaneous administrative activities such as booking meeting rooms, keeping necessary records, organizing and distributing mail, receiving and sending courier packages
    • Receiving, keeping records and sorts the correspondence received in the entry-exit register (number, date, company name, other information deemed necessary);
    • Accepting and redirects phone calls / messages to targeted people, following the agreed protocol;
    • Archives and scans minutes.
    • Acquires the necessary products for protocol activities and training / events at the company's headquarters;
    • According to the travel procedure, managing the business trips, namely: asking for price offers in order to purchase transport tickets, accommodation, insurance, car rental. The offers will be reviewed and accepted by the Operations Manager.
    • Acquires consumables for all departments (paper, booklets, water, glasses, cleaning products, etc.)
    • Monthly receives rent and utility invoice, checks and reports to Operations and Finance Director.
    • Catering preparation (food & drinks) – for not only trainings, but also events for other vendors (trainings & workshops);
    • Marketing materials preparation – as above

    Administration of test center - VUE -
    • Receiving appointments for enrollment at test sessions;
    • Receiving candidates and taking steps and records according to VUE procedures
    • Ensuring order in the test room
    • Providing assistance to candidates during the examination
    • Supervision of the examination sessions in strict accordance with the protocol provided by VUE.

    Training center
    • Preparation of components for training or seminar (printing of datasheets, training calendar, block, pencil, loading of specific datasheets according to the assignment, feedback)
    • Preparing classrooms (name tags, refreshments, rollup, etc.)
    • Preparation and printing list of attendance
    • Print feedbacks
    • Ordering and ensuring lunch and other refreshments
    • Preparation of certificates
    • Overwrite the certification training assignments to the Cisco tool
    • Management of contacts in dtb - according to current information from attendance lists, questionnaires from seminars, conferences
    • Business support (telemarketing - calling interest after mailing, updating data in dtb according to established facts)