Administrative specialist

Administrative specialist

Responsibilities:

1. Administrative functions

• Handling incoming calls, visitors greeting, driver's work coordination;
• Courier, post office, delivery arrangements; sorting and distributing incoming post;
• Order stationary, water, furniture and other goods for office needs;
• Purchase Orders preparation for weekly payments and assistance to accounting department in requesting and receiving the necessary financial docs;
• Interacting with the cleaning service, the administration of the business centre, and other third-party organizations for maintaining proper office function and keeping the office in perfect order;
• Collaboration with vendors (conducting new Agreements and prolongation of the existing ones including the process of tender and internal approval process);
• Assistance to General Director (expat) upon request or demand (preparing migration docs; work permit and visa prolongation; handling rental issues, not frequent families requests, providing translation support, transportation arrangements);
• Liaising with colleagues and external contacts to book travel and accommodation, assist with Visa, etc.;
• Interacting with service organizations and suppliers for various office needs, improve office environment by making it more comfortable for colleagues;
• Conducting business correspondence in English with colleagues from different departments on various issues; preparing necessary reports upon demand.

2. HR functions:

• Communication with Head Office on HR questions (providing necessary data upon request; participation in regular HR meetings, working with company HR and trainings platforms as an Admin);
• HR documentation (to maintain HR documentation and payroll process, (hiring & firing process, orders, timesheets, vacations and etc...)
• Labour protection (documentation and training)
• Performing new staff adaptation procedures, providing support to newcomers;
• Making organizational announcements for employees; updating and distributing company documents templates and policies;
• Organizing and coordinating business meetings, corporate events;

3. Other functions:

• Communication with Help Desk for IT support and PC/equipment orders;
• Working on company project for web site modernization and improvement being a Key user and responsible person for Russian web page;

Requirements:

• Previous relevant work experience;
• High education;
• Fluent written and oral English;
• 1C ZUP – user in HR part.
• Good knowledge of MS Office software;
• Pleasing Personality;
• Good communication and strong interpersonal skills including excellent telephone manner;
• Attention to details;
• Ability to handle with multitasking and being self-organized;
• Team orientation.

Work conditions:

• Employment in line with Russian Labor Law;
• The level of remuneration will be discussed individually;
• Good career experience in international company;
• Friendly environment;
• Voluntary Medical and Accidental insurance;
• Meal allowance;
• Corporate SIM-card;
• Comfortable office in Moscow Business Center "Moscow City".