Office Coordinator (maternity leave) M/F

Office Coordinator (maternity leave) M/F

YOUR MISSIONS

We are looking for an Office Coordinator for a maternity leave replacement during 6 months (renewable up to 12 months).

The Office Coordinator is responsible for handling clerical tasks in the office of Voltalia in Tirana. The main tasks consist in managing incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating paperwork and other documents, performing some minor accounting tasks as required, and performing other general office clerk duties and errands.

Main Responsibilities:

• Manage the registration, protocol, and systematic archiving of all official correspondence in accordance with Official Correspondence Policy;
• Manage filing system, system / database management, office archive and recording information as needed, Manage all posts;
• Handle office procurement and other equipment procurements as per the needs of the company;
• Be the point of reference for all insurance requirements;
• Help to organize and maintain office common areas and implement/maintain administrative procedure;
• Perform general office clerical, minor accounting duties and errands;
• Coordinate events;
• Translate documents from Albanian to English and vice versa;
• Maintain office supply inventory and office equipment, including kitchen supplies and cleaning contractors;
• Organize travel by booking accommodation and reservations needs as required, in collaboration with the central reservations focal point at the head office;

• Oversee the administration of company pool vehicles, ensuring compliance with the Car Policy;
• Monitor and manage various Service and Lease Agreements with external providers related to office operations;
• Serve as the main local contact for all Logistics and IT departments at the head office, ensuring effective coordination and support;
• Supporting HR team with the onboarding of new employees and other tasks;
• Follow the needs of the employees;
• Handling incoming calls and other communications, greeting clients and visitors;

QUALIFICATIONS & EXPERIENCES

• High school diploma or associate’s degree;
• Languages: Albanian fluent - English fluent – French or Portuguese would be a plus;
• Minimum 5 years of experience as an office assistant or in a related field;
• Proficiency in MS-Office.

KEY SKILLS

• Ability to write clearly, be proficient with word processing applications;
• Ability to work well under limited supervision;
• Excellent relationship and communication skills;
• Excellent organizational & time management skills.
• Sense of confidentiality;
• Problem solving mindset;
• Dynamism;
• Pro activity;
• Rigorous.

If this opportunity excites you, apply now!