Office Assistant

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The HeadHunter Group is an innovative Staffing and Recruiting Company with HQ in US, Dover, Delaware, operating in Canada, Albania, Kosovo, Montenegro, North Macedonia, Bosnia & Herzegovina, Serbia, Cyprus, Greece, and Bulgaria. We offer the newest mentality in the staffing industry, with our core focus on Candidates and Clients. 



                                                                Office Assistant

Job Description

The position involves general daily managing of the workplace and car fleet administration. Assisting Local GM on daily bases. Assisting the organization with organizing meeting, events etc. Supporting Supervisor Accounting, Tax and Administration with T&E hard copy approver.

Responsible for workplace activities:

1. Maintain office space check list and perform space check every morning, sending report to WX SPV;

2. Coordination and communication with the landlord regarding office space related topics - operative part;

3. Support office refurbishment processes.

4. Organizing small branches for office employees (upon request);

5. Office cleaning - operative part. Responsible for coordination of cleaning ladies and cleaning supplies stock, maintained database in excel file.

6. Cafeteria expenses/kitchen supplies. Responsible for supplies stock in the storages and in the kitchen.(maintain database in excel file.PO creation and invoice confirmation including operative part and contact with vendor if requested)

7. Post service & couriers services, PO creation, invoices confirmation.

8. Taxi Service, temporary transportation, PO creation, invoice confirmation.

9. Repair & Maintenance, plus service - PO creation, operative part and contact with vendor.

10. Small Equipment purchasing, Office supplies & Equipment - PO creation, invoice confirmation, including operative part and contact with vendor.

11. Local support on Car Fleet management. If necessary assist with periodic reservation and appointment for vehicle users.

12. Support with physical handling of vehicle documents.

13. Assist with appointment with the Test Driver Agency.

14. Support with the parking procedure. Communication, follow up.

15. Assist GM on daily request. T&E management, Concur management, Car Fleet management.

16. Organize meeting, appointments, events on his behalf and on his request. Timely request info and submit documents.

17. T&E hard copy reviewer. Assure the accuracy of the documentation received from the colleagues and compliance with internal and local requirements. Duly approve the correct reports. Properly maintain the T&E report and follow ups.

18. Properly Maintaining the Log register of incoming and outgoing documentation.

19. Support the organization with asking and provide Health Insurance certificate.

20. Affiliate coordinator for e-archiving /physical archiving, yearly level coordination of these activities while supporting coordinators of departments.

Requirements:

• Education: Bachelor's degree (preferably in Business, Economics);
• Language proficiency: Fluent in English and Albanian language
• Work experience: 2-3 years experience in tax, accounting.
• PC skills: Proficient user of Microsoft Office 365 (SAP knowledge preferable)
• Specific knowledge/skills: communication, accounting and tax knowledge.
• Behaviors: Team Player, supportive, open to feedback.
• Conflict of interest: Please check if any conflict of interest exists
• Other: Willingness to learn and explore new things in a high-paced business environment.
• Other: Excellent time management skills and communicative skills, well organized and capable of meeting deadlines and adapt quickly.