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Admin Assistant and Receptionist

Job Field:
Business Support Services Jobs
Discipline:
Admin/Clerical Jobs
Minerals:
Unspecified
Country:
Europe, Spain
Region:
Spain All
Contract Type:
Full Time / Permanent
Currency:
Unspecified
Salary Description:
on application
Posted:
07-Feb-18
Recruiter:
Kinross Gold
Job Ref:

Location: Las Palmas, Canary Islands, Spain

Purpose of Role:

  • To provide office services to all employees and departments in the Las Palmas regional office (currently+- 60 people located in the same building on different floors), with additional focus on providing administrative support to the expatriate affairs team, collaborating with that team whenever possible.
  • To implement administrative systems, procedures, and policies supporting all departments, and to perform administrative tasks for them, including supporting immigration procedures.
  • To act as a receptionist, relaying incoming and interoffice calls and assisting visitors as well as consultants/subcontractors. To handle incoming and outgoing company mail.

Key Areas of Responsibility & Duties: 

  • Coordinate visas for office visitors and staff
  • Oversee all aspects of general office coordination supporting the Office Administrator.
  • Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
  • Provide translation and interpretation as and when required.
  • Assist with documentation procedures.
  • Maintain the office calendar to coordinate work flow and meetings of concerned Departments.
  • Interact with clients, vendors and visitors.
  • Answer telephone calls and transfer to the appropriate staff member.
  • Open, sort and distribute incoming correspondence, including faxes and email.
  • Sign for and distribute mail/DHL/MRW/UPS/FedEx or similarly delivered packages.
  • Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing, expense account filing.
  • Set up and coordinate meetings and conferences and prepare agendas and make arrangements for committees or other meetings.
  • Facilitate travel arrangements for staff.
  • Assist with non-routine administrative projects such as preparing handouts, organizing social projects and activities, such as Quarterly Business Review meetings, cocktails and other corporate events.
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Restock kitchens/serveries/coffee bars/wellness room/ copy rooms as needed and ensure kitchens & common areas are consistently kept tidy
  • Organize and maintain Admin and boardroom storage areas
  • Submit requests relating to building, maintenance, cleaning issues
  • Create and modify documents such as reports, memos and letters using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office.
  • Collaborate in organizing the office annual medical and all related appointments
  • Collaborate in the new hire process by coordinating the initial medical check-up and providing office supplies, parking info, etc.,
  • Manage the day to day operation of the guesthouses the company has available in Las Palmas. This includes managing reservations, and liaising with the supplier that cleans and maintains the guesthouses as well as dealing with the owners and the guests and organizing taxi transportation for the guests so that are given the keys and taken to the guesthouses from the airport.

 

Note: The applicant for this position will be employed by an external company providing employment services to Kinross.

Please, note that your responsibilities and tasks will include but will not be limited to those set out above: They shall be changed based on the department’s needs. Therefore, your tasks and responsibilities may be increased, replaced or otherwise adjusted, at any time, at the discretion of the department’s manager or the Company’s management.


Closing Date:
07/03/2018

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