Office Secretary - Part Time

Montpellier

The Office Coordinator is responsible to coordinate office related functions and perform various office related tasks which ensure office operations run smoothly. Tasks include, but are not limited to, front desk management, answering phones, maintaining office supplies, assisting with accounting and HR related tasks.

The Office Coordinator contributes to the growth and success of the Company by providing effective back-office-services that support business activities and ensure office operations run efficiently.

The Day-to-Day

  • Manage the office environment and facilities to ensure that it is attractive, clean, and comfortable
    • Always maintain an organized workspace
    • Maintain clean and tidy common office spaces
  • Monitor office expenditures and handle all office contracts
    • Office rental, car leases, property insurance, international/travel insurance, cleaning, utilities, hotel discounts, shipping (i.e.: FedEx), etc
  • Negotiate the purchase of office supplies, furniture, office equipment, snacks, and refreshments
  • Frequently check office supply stock; reorder supplies, track orders and maintain vendor relationships
  • Welcome clients and visitors to the office and assist them as needed
  • Answer phones and route calls to appropriate persons, take and deliver phone messages
  • Manage, sort, and dispense incoming -, prepare outgoing mail and packages
  • Reserve conference spaces for meetings, prepare conference room (seating, refreshments, etc)
  • Assist in planning out of town travel arrangements for employees and managers, as needed
  • Perform various clerical tasks (file documents, organize supplies, etc.)
  • Review and approve (or reject) Employee Reimbursements through Concur. Ensure compliance with company guidelines and VAT rules
  • Maintain staff daily attendance and company calendars
    • Maintain PTO and leave schedules, prepare data for payroll processing
  • Support and administer company office policies and procedures
    • Labor Medicine
    • General office health and safety procedures
    • Manage Food Ticket contract; order and distribute to employees
  • Assist with bookkeeping and other accounting related tasks, as assigned by the Director of Finance
  • Provide support during the onboarding of new employees and the termination of departing employees
  • Offer general employee support with office environment related items
  • Suggest changes to office task workflow to improve efficiency
  • Report on the general flow and condition of the office or pertinent issues that need addressing to the Director of Finance

What You Bring

  • High school diploma or GED equivalent required
  • Associate degree in office administration, management or related field preferred
  • 2+ years working in office admin or hospitality management preferred
  • Computer literate and proficient using Microsoft Office tools
  • Experience using office machinery (fax, printer, copier, phone systems etc.)
  • Outstanding communication and interpersonal skills
  • Excellent customer service skills
  • Organized and detail-oriented
  • Multi-tasking aptitude
  • Proactive problem solver

Even Better

  • Hands on experience with any accounting software(s)
  • Familiarity of basic bookkeeping principles
  • Knowledge of office management tasks and procedures

Travel

Some travel to other offices located within the country, less than 5%. 

Physical Requirements

Regularly required to sit for long periods, type, use office equipment, and talk or hear, both in person and by telephone.  Occasional lifting up to 25 pounds to move files or other boxes of information.

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