Team Assistant/Receptionist Administration in Bad Homburg vor der Höhe bei LI COR

Primary Work Location

Bad Homburg

Overview

Carry out day to day office activities. Provide primary phone contact and correspond with customers and distributors. Enter Data into databases and take care for databases. Assist and stand in for administration team. Be responsible for external and internal events as well as booking travel and hotels.

Professional Qualifications

Education and Experience

• General Education and preferably have completed a training as an office clerk/assistant ("kaufmännische Ausbildung").
• Experience in office environment.
• Fluent in English and German, all oral and written, is essential. Must have excellent communication skills including e-mail and internet.
• Proficient in MS Office especially Word and Excel and use office equipment.

General

• High standard of ethics, integrity, honesty, patience.
• Enjoys and works well with other people.
• Self-starter, motivated, high energy, with ability to work independently with little supervision, as well as under the direction of others.
• Effective communication skills with supervisor and co-workers.
• Excellent Team worker.
• Accuracy and attention to detail.
• Computer literate with MS office knowledge.
• Positive attitude.
• Dependable in work habits and reliable in attendance.
• Demonstrated ability to manage multiple detailed projects accurately.
• Excellent communication skills in both English and German (verbal/written).

Position Responsibilities

Specific

Reception/Front office:

• Greets visitors in a friendly and professional manner; determine their needs, notifies the person(s) being visited; tracks guest registry and loaner transponders.
• Straightens and maintains orderly appearance of lobby area.
• Answers telephone calls promptly and courteously; screens calls, transfers caller to correct individual or to their voice mail; takes complete and accurate messages when necessary. Stays in the vicinity of the phone station at all times and coordinates with the Team Leader Administration any absence.
• Coordinates company vehicle reservations and handsout keys to the employee.
• Responsible for company leased vehicles.
• Coordinate and organize the ordering of office supplies & stationary.
• Takes care of incoming postage.
• Filing of order entry files.
• Other projects as assigned

Travel and Events:

• Make airline reservations, hotel and hire car arrangements for LI-COR employees who travel and visitors that are cost effective yet takes care of the traveler needs.
• Assist and or organize, plan and coordinate events such as sales meetings, distributor meetings, trainings, in house internal meetings etc.
• Welcome visitors to the Subsidiaries and ensure that they have a good experience during their stay.
• Arrange company off-site meetings, meals and equipment.

Provide administrative support for administration team and other departments as directed:

• Create order confirmations. (This will include checking the details of the address, orders consistency with quotes and prices before entry. Order must meet specification for letter of credits, as required. Fax or e-mail acknowledgements and shipping details as required.)
• Prepare packing lists and associated forms for shipment of products.
• Take care of Import and Export procedures and deal with customs.
• Take care of inventory duties and reports.
• Enter relevant data into our CRM and other company databases.
• Responsible for the efficient operation of office related tasks.

General

• Generate and maintain reports, as needed.
• Compose/type routine correspondence.
• Provide support to field sales personnel and international distributors.
• Stand in for other administration employees and stockroom employees during holiday or sickness.
• Other job related duties as assigned.