Administración y Finanzas
Empresas: MANGALIS HOTEL GROUP
Scope of the position Reporting to the Group HR Manager, you will be assisting the managing team and you will organize and supervise all of the administrative activities that facilitate the smooth running of an office. Organizational Structure The Executive Assistant reports directly to the Group HR Manager. Duties and Supporting Responsibilities OFFICE MANAGEMENT: - Front office duties: filtering inbound calls and welcoming visitors during the reception service (making sure the reception will always be covered) as well as coordinate office meeting rooms (offering material and catering when needed). Third parties key contact. - Back office duties: checking office status and taking action when necessary. Purchasing of office supplies according to the inventory status, arrange courier services, distribute mail, manage petty cash, prepare invitation/presentation letters (Mangalis employees and third parties) and give clerical support to all TeamMates (photocopies, scanners, drawings printing, binding, translations). Assisting the CEO and company owner. - Manage all travel requests (mainly to Africa) following the company's travel policy updating the travel chart and having all documentation needed (plane ticket, hotel reservation, visa, travel insurance and per diem) on time. - Coordinate the Administrative Procedures (including office purchase orders preparation and office invoices coordination) making sure all necessary templates are fulfilled 100%. TECHNICAL DEPARTMENT ASSISTANCE: - Execute the invoicing process of the technical department that should consider among others: the creation of a monthly register list, the update of all projects Cost Status and the preparation of the Payment Requests.