Administrative Assistant

**Redspher **has over 40 years of experience in handling time-critical shipments throughout Europe and beyond. The company offers a seamless digital platform for both shippers and carriers to easily find, book and track solutions for time-sensitive shipments. By combining technology with Europe’s most extensive carrier network and a team of +400 transport experts available 24/7, the company aims to deliver the best customer experience. Redspher consists of the following brands, all specialized in time-sensitive delivery**:Easy4Pro, Easy2Go, Upela, Rubiwin, Flash, Schwerdtfeger and SpeedPack Europe.**

**We are looking for an Assistant for at least 6 months with a possibility to extend it to 12 months.**

**Short Description**:
The Administrative Assistant will work under the authority of the CTO or any person delegated for this purpose.

**Responsibilities**:

- Daily management of purchase and service contracts
- Reception and distribution of telephone calls
- Various administrative tasks (mail, calendar management, office facilities,...)
- Verification and recording of invoices
- Processing of internal requests and commercial proposals
- Creation and updating of inventories
- Communication external suppliers
- Reception and distribution of IT equipments
- The design of internal manuals and documentation
- Assistance to the IT Helpdesk
- Reporting for Finance Department

The administrative Assistant will also take on the role of Office Manager for Contern.

The role of Office Manager for one of our main offices in the Group, acts as a first point of communication for the site and its service providers as well as having an active role in the ISO-certification. The Office Manager ensures the proper functioning of the site, coordinates the various actions necessary as well as supervising them while taking care of all the administrative management of the office, which includes in particular:

- Management of all contracts related to the office: maintenance, verification and monitoring, etc;
- Negotiation and management of the costs of site service contracts;
- Intervention for all malfunctions on the site by contacting the specific service providers to carry out the necessary repairs;
- Direct collaboration with the building owner/manager for all necessary matters like the air conditioning, possible complaints, etc;
- Ordering various supplies and consumables for the site;
- Managing the stock (office supplies, cold drinks, coffee machines, water fountain, vending machine);
- Maintain list of important telephone numbers;
- Maintain list of certified Emergency Response Officers including other emergency numbers;
- Oversees on daily basis (cleaning, security, respect of rules) building and interact in case of emergencies;
- Ensures that internal rules of office conduct (security, hygiene, quality) are respected by all stakeholders.

The role of Office Manager will also entail the Environmental Audit as part of the ISO 14001 certification and will perform the following missions in collaboration with the Group CSR Manager:

- Be responsible for operational control for the site (checklist to be completed once per quarter);
- Bring the environmental policy to life on the site and mobilize employees in the project;
- Formulate ideas for improvement to develop the environmental management system;
- Integrate the team of internal auditors for ISO 14001 certification.

**Competencies**:

- Result-oriented
- Highly organized
- Excellent communication skills
- customer oriented approach
- Language (oral and written): fluent in English and French. German is a plus, any other language is welcome
- 2-3 years of experience in the similar position

**Job Types**: Full-time, Temporary
Contract length: 6 months

Application Question(s):

- Salary expectations

**Language**:

- French (required)
- English (required)