Job Summary
We are seeking a highly organized and proactive Office Administrator / Receptionist to manage daily office operations, maintain filing systems, and ensure a smooth and efficient workplace at our Pessin location. This role combines front-desk responsibilities with administrative support, coordination tasks, and office organization.
Key Responsibilities
Reception & Front Desk
- Greet and assist visitors in a professional and friendly manner
- Answer, screen, and direct phone calls
- Handle incoming and outgoing mail and deliveries
- Maintain a clean and welcoming reception area
Administrative Support
- Provide general administrative support to management and staff
- Schedule meetings, appointments, and manage calendars
- Prepare documents, reports, and correspondence
- Order office supplies and manage inventory
Office Organization & Filing
- Maintain and organize physical and digital filing systems
- Ensure accurate record-keeping and easy document retrieval
- File and manage hard copy veterinary certificates and related documentation
- Archive outdated documents according to company policies
Operations & Coordination
- Ensure company vehicle logbooks are accurately maintained and up to date
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Coordinate travel and logistics, including:
- Hotel bookings
- Driver arrangements
- Airport pickups
- Restaurant reservations and dinners
- Coordinate with vendors, service providers, and maintenance staff
- Support internal meetings and events
- Ensure smooth day-to-day office operations
Requirements
- Proven experience in administrative, receptionist, or office support roles
- Strong organizational and multitasking skills
- Excellent verbal and written communication skills
- Fluent German (required) and good English skills
- Proficiency in common office software (e.g., Microsoft Office)
- Attention to detail and problem-solving ability
- Ability to manage multiple priorities and logistics efficiently
- Professional appearance and attitude
Preferred Qualifications
- Experience with document management or compliance-related filing
- Experience coordinating travel or logistics
- Familiarity with office management tools or internal systems
- Ability to work independently and take initiative
Key Skills
- Organization & time management
- Coordination & logistics
- Customer service & communication
- Attention to detail
- Reliability & professionalism
- Adaptability