23WD73224
Position Overview
You will be a primary contact for visitors with us. You will receive and direct people, calls, issues, and deliveries to the appropriate department or employee. You will support personnel that provide basic clerical support in many administrative settings. You will perform all work with the primary goal of customer satisfaction. You will maintain a diligent sense of safety and security for company sites.
You will report to Administrative or Facilities Manager.
You will work in our Munich office 5 days a week.
Responsibilities
CUSTOMER AND EMPLOYEE SUPPORT:
- You will be a contact in case of an emergency or disaster, coordinating with Facilities staff
- You will answer and assist customers inquiring about Company technical support policy
- You (May) perform related clerical work such as filing, emailing mass communications, scheduling, or purchasing tasks using electronic purchasing software system or procurement cards
- You will use company intranet to look up employees' contact information. Use company phone systems to receive calls and to contact employees. (May) use 2-way paging/phone system to contact Facilities or Security personnel. Maintain Reception phone lists
- You will answer incoming calls, either directly to reception or redirected from phone system. Answer inquiries directly or direct calls to appropriate employee. (May also) answer or direct calls from employees. Communicate with employees on site-specific issues (i.e. found keys, car lights on)
- You will maintain current knowledge base of Company products and information by reading Company News and Sales emails, announcements, and product brochures
RECEPTIONIST:
- You will provide coverage for the front desk. Greet visitors and notify personnel of visitor arrival. Monitor employee and visitor flow in and out of buildings. Maintain security requirements by ensuring visitors sign visitor log and by distributing guest badges
- You will ensure that unauthorized individuals are not granted access to buildings. Ensure that employees are using proper access badges. Alert Security or Facilities staff of any disturbances or potentially dangerous intruders. May be trained on alarm systems and provide first level response
- You will maintain professional appearance of building lobby or reception area. Maintain and distribute lobby materials such as newspapers or magazines
- You will pass out and collect employment applications and other related forms on request. Receive completed employment applications and resumes and route to HR for processing
- You will receive and route all deliveries at the front desk. Work with vendors, couriers and delivery personnel. Contact appropriate employees to accept deliveries
- You will report building issues to Facilities Department. In locations with no dedicated Facilities resource, (may) contact Building Management and schedule appointments with vendors. (May) manage card key and photo ID system for building. (May also) handle event set-up and clean up
- In some locations, (may be) responsible for mail sorting and distribution, shipping, and courier services. (May) assist with conference room bookings, loaner equipment (remote controls, adaptors, headphones) distribution
DIRECTORY ASSISTANCE:
- You will manage all incoming inquiries to the Company main phone number in a personal and professional manner. Determine the nature of the individual caller inquiries, and direct calls appropriately
- You may perform database data entry and maintenance tasks. Maintain accurate and timely problem tracking and resolution records
- You will provide information to callers using Directory Assistance department's multiple resources; direct calls and faxes to the appropriate contact/department
- You will answer inquiries on different product learning resource centers
- You will update reference lists used to perform job effectively
Minimum Qualifications
- You have at least 2 years experience in a similar role
- Previous experience working in a receptionist/ office manager role
- Experience working in a customer facing role
- Fluent German and English communication skills
- Knowledge with Microsoft (Word, Outlook, Excel)
- Strong communication skills
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