Team Assistant & Receptionist
Current• Maintaining office reception desk by receiving and distributing communications to appropriate staff; maintaining supplies and equipment by checking stock to determine inventory levels; Handling delivery and receipt of important documents by using DHL, FedEx, Auspost and Diplomatic Pouch; receiving & transferring phone calls, taking messages• Receiving missions, consultants, guests, visitors & directing them to appropriate meeting room and person• Arranging teleconference and video conference through MS Teams, Zoom, WebEx in coordination with IT Team and respective coworkers• Booking, monitoring occupancy and maintaining meeting rooms• Assisting in logistics for office seminars, workshops and meetings such as arranging catering, refreshment, and lunch/dinner to staff and participants• Making Domestic and international travel arrangements for internal and external stakeholders • Processing expense reimbursement and purchasing from internal and external stakeholders• Coordinating UNLP, passports and visa application process for staff, consultants and missions• Updating staff phone list and mission calendar and distributing to office staff• Checking utilities/office supply bills and ensuring accuracy; timely submission of invoices and avoiding overdue payment fees; coordinating with finance team and vendors when issues occurred• Back up Team Assistant when required• Liaising and coordinating with building Management for office maintenance requests and training requirements.• Performing other administrative functions as and when required (typing, photocopying, search information, binding etc.)
