GENERAL SUMMARY OF DUTIES:
This position provides general office support across the organization with a variety of clerical activities and related tasks. This position provides direct administrative support to the Chief Administrative Officer, CAO. This position will be responsible for coordinating front-desk activities: welcoming guests, answering and directing incoming calls, mail distribution, travel arrangements, fleet coordination, and ordering office supplies.
SUPERVISION RECEIVED: Reports to Chief Administrative Officer.
SUPERVISION EXERCISED: None.
EXAMPLE OF DUTIES: (This list may not include all of the duties assigned.)
*Greets and direct all visitors by providing excellent customer service.
*Answers phones and directs calls and voicemails to appropriate personnel.
*Order office supplies and keep inventory of stock.
*Make travel arrangements as requested.
*Receive and distribute mail.
*Order and clean up lunch delivery.
*Ensure reception, front lobby, conference rooms, kitchen and break rooms area is tidy and presentable.
*Perform other clerical receptionist duties such as filing, photocopying, faxing, etc.
*Coordinates pick-up and delivery of mail services (FedEx, UPS, USPS, etc.)
*Maintaining company car fleet and assign vehicles to personnel as needed.
*Prepare reports, coordinate meetings and general support for CAO.
*Performs other duties as assigned.
Knowledge, Skills and Abilities
*Excellent written and verbal communication skills.
*Ability to work independently and in teams.
*Ability to work effectively with internal staff and the public.
*Ability to manage multiple projects and prioritize competing demands.
*Ability to assess, solve, implement, and communicate outcomes of problems.
*Ability to read, analyze, and interpret general business periodicals, technical procedures, or governmental regulations.
*Ability to effectively present information and respond to questions from staff, customers, and vendors.
*Excellent interpersonal skills with hands on approach to process improvement and effective problem resolution with internal staff and external customers.
*Proficient knowledge of Microsoft Office Suite and the Internet.
*Ability to apply common sense understanding to carry out instructions furnished in written or verbal form.
*Ability to deal with problems involving several concrete variables in standardized situations.
TYPICAL PHYSICAL DEMANDS:
Work may require prolonged sitting, some bending, stooping and stretching. Requires eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator and other office equipment. Requires normal range of hearing and eyesight to record, prepare and communicate appropriate reports. May require lifting up to 15 pounds occasionally.
TYPICAL WORKING CONDITIONS:
Work is performed in a fast-paced, sometimes loud, office environment. Involves frequent contact with staff and the customers. Work may be stressful at times. Contact may involve dealing with angry or upset people.
High school diploma or general education degree (GED); or two to three years related experience; or equivalent combination of education and experience. Proficient in Microsoft Office Suite: Word, Excel and PowerPoint.
Spencer Ogden is acting as an Employment Agency in relation to this vacancy.
Spencer Ogden recruits the best international talent across all energy sectors, providing industry leading services to our candidates at every stage of the project life cycle.
Our global network of international offices give you access to the world’s most exciting permanent, contract and temporary positions, offering a world of opportunity to our candidates.
Spencer Ogden stands for the best in professional, proactive global energy recruitment – and our Oil & Gas team is no exception. Our managers have a wealth of experience both in recruitment and on-site, giving them the perfect insight and knowledge to understand your recruitment needs. We deliver worldwide across the upstream and downstream sectors to an award-winning standard - and it’s how we do it that makes all the difference.
To meet the challenges, we bring local knowledge with a global perspective and work within the political, geographical, social and cultural reality, not against it.
We also have a bespoke, end-to-end recruitment solution to overcome the challenges of mobilizing personnel into these harsh environments when needed. Wherever you are in the world we have comprehensive candidate care including an in-house team dedicated to our contractors.