Procurement & Facilities Associate (Reception)
Dialectica
Athens
πριν από 4 μέρες

About Dialectica

Founded in 2015, Dialectica is an information services start-up that innovates how business professionals share knowledge and gain access to primary research worldwide.

Dialectica partners with the world’s leading investment and consulting companies, enabling them to collect real-time information and market insights from industry experts across markets, industries, and regions.

Guided by its mission to achieve unparalleled customer recognition, Dialectica is building the most trusted and innovative knowledge-sharing platform in the world.

Every day Dialectica works on its aspiration to be a truly industry-leading organization by attracting and cultivating ambitious talent based in Athens, London, New York, and Montreal.

Dialectica plans to have a strong presence across the world with more than 1,000 team members in the coming five years.

Dialectica has been recognized as one of Europe’s fastest-growing companies for 2021 by the Financial Times as well as the 9th Best Workplace in the region.

It is also named a Best Workplace and a top employer in Greece in 2021 and 2020 by the Great Place to Work Institute.

About the role

A Procurement & Facilities Associate is responsible for ensuring the proper flow for all activities related to the day-to-day operations of our office and for acting as the first point of contact (front desk) for employees, visitors and vendors.

Responsibilities

  • Coordinate office activities and operations to ensure efficiency and compliance of company policies
  • Manage and ensure the smooth operation of the reception including check-in and out procedures including welcoming visitors and overseeing office security
  • Manage office phone calls and correspondences (e-mail, letters, packages, etc.)
  • Serve as the point of contact for office and building management matters including maintenance, mailing, supplies, equipment, bills, and errands
  • Contact suppliers and support with procurement processes and contracts preparation
  • Purchase office supplies and process-related invoices and expenses, keep a relevant budget, organize receipts, allocate and file them accordingly
  • Create and update records and databases with personnel, financial and other data
  • Assist with other special requests or projects as needed (i.e. submit timely reports and prepare proposals as assigned)
  • Keep, organize and maintain office areas (i.e.reception, rest areas, meeting rooms, kitchen) ensuring they are well presented and clean
  • Provide first-class administrative support for team members; manage arrangements for office meetings, conferences, travel, and accommodation when needed
  • Handle meeting coordination, conference room calendar management, onsite & offsite events
  • Manage and oversee changes to the office (i.e. seating plan, office moves, new hire setups, etc.)
  • Identify improvements projects and initiatives to drive better office operations and experience
  • Handle highly sensitive and confidential matters relating to the daily activities of the company
  • Requirements

    The ideal candidate will possess :

  • At least 1 year of experience in Office Operations and Administration
  • Deep understanding of office facilities and maintenance (i.e. office, building etc.)
  • Fluency in english
  • IT literacy; excellent use of Microsoft Excel, Word, Powerpoint and Gmail
  • Proven customer service skills and proven ability to effectively communicate with internal and external stakeholders (i.e. clients, vendors)
  • Hard-working attitude and ability to undertake a variety of office support tasks and work diligently under pressure
  • Be organized and aim for perfection in all deliverables (i.e. office report, office expenses, budget etc.)
  • Comfortable working with a high degree of attention to detail and discretion; ability to handle confidential information
  • Strong prioritisation, organisation and time management skills inlcuding the ability to multitask while working within deadlines and time constraints
  • Benefits

  • Competitive compensation package
  • Private medical & life insurance
  • Learning and development opportunities (e.g. onboarding, Mini-MBA, on-the-job training, and many others!)
  • Reward and recognition programs
  • Company sponsored team-bonding events
  • Weekly health and wellness activities (e.g. basketball, football, yoga, running)
  • Free snacks and beverages
  • Entrepreneurial culture and amazing coworkers!
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