Receptionist-Administrative Assistant

General Job Description:
Receptionist/Administrative Assistant responsible for reception duties and administrative office duties that include, but not limited to business travel coordination, data, and document management.
 
Main Duties and Responsibilities:
Greet, direct and track visitors.
Receive incoming calls and place outgoing calls.
Manage and maintain record of all courier incoming and outgoing packages.
Manage and maintain conference rooms calendar bookings, schedule video and tele conferences.
Manage and maintain company phone directory.
Work with IT department for setting phone systems in the office. Assist with troubleshooting of phone systems or voicemails.
 
Arrange business travels for employees. Flights, hotels and transportation booking in accordance with Company standards.
Provide support to employees with business visa process to various countries for various passport holders. Prepare letters of invitations, guarantee and other visa application supporting documents. Maintain business travel reports for accounting and HR departments.
 
Provide data management support. Timely and accurately, file/sent and log geological and geophysical datasets, received from and send to vendors, partners and other Company’s Groups (through hardcopies, CDs, DVDs, and USB drives). Prepare transmittal reports.
 
Other Duties and Responsibilities:
Provide administrative support to Executives as needed.
Provide document control support.
Assist in preparation of office events.
 

Requirements

Work Experience:
Minimum 2 years relevant experience in a similar role preferably in Oil and Gas Company.
Russian preferred, but not required.
 
Requirements:
Must be able to stand in for Executive Assistant/ Corporate Service Manager to assist CEO & General Manager.
Must have experience arranging business travels for employees, including flights, hotels and transportation booking in accordance with company standards
Excellent written and verbal communication skills.
Able to work fast under pressure.
Proficient in MS Word, Excel and PowerPoint applications.