GWS Segment
Istanbul - Istanbul - Turkey

This position is responsible for performing various administrative tasks, including answering telephones and giving information to employees and guests; often the first point of engagement with employees and visitors. Responsible for making a good first impression for the organization, which can affect the organization's success.

Responsible for all administrative/reception needs including but not limited to managing calls, calendar scheduling, travel scheduling, expense reporting, document approval processing, documentation (including memo's, faxes, letters and other communication), mail services, etc.  May require leadership in meeting planning, general administrative support and projects which may be assigned.

·   Reception duties 
o   Answering the phone
o   Welcome visitors
o   Serve coffee and/or refreshments
o   Sorting and delivering post to employees
o   Collect post and packages from post office/vendors
o   Answering emails (e.g. requests, questions etc.)
o   Receiving and delivery of packages
o   Booking of rooms and meetings and videoconferences etc. for staff
o   General support for staff (ID card, Access Cards etc.)   
·   Facility
o   Office maintenance (regular check of the office e.g. kitchen, general areas, dust bin’s)
o   Control of services provided by cleaning, maintenance and other vending suppliers
o   Order office supplies
o   Purchase kitchen supplies
o   General office security checks
o   Managing Supplier
o   Managing day to day relationship with LL.
·   Invoices 
o   Scan invoices, code invoices for business.
o   Compare incoming invoices with actual orders
o   Set up new suppliers, 
·   Events 
o   Ordering catering, serve lunch/coffee/drinks etc.
o   Prepare name tags for all visitors
o   Register and welcome visitors
o   Prepare the premises (re-allocating and moving of furniture’s, ensure full seating availability)
·   Business Support
o   Travel booking
o   Hotel booking
o   Prepare and print documentations    
·   Work environmental group
o   Participate in team meetings
o   Ensure compliance with regulations
o   Perform corrective actions
·   Security responsibility 
o   Participate in team meetings
o   Ensure compliance with regulations
o   Perform corrective actions
o   Ensure actions in case of a security event (e.g. fire and intruder alarm etc.)
o   Ensure complete employee check after e.g. fire alarm
o   Planning and execution of fire drills.