Assistant
Support Services
Full Time
Saint-Petersburg, Russia
2019-10-10

Make ideas come to life. Globally.

For us going to work everyday has an even greater purpose than putting the latest product or technology on the market. It’s about improving the everyday lives of millions. By staying humble and open for new ideas – we can push the boundaries for cooking, cleaning and wellbeing at home. But to keep doing so, we need more people who want to innovate and re-imagine what life at home can be.

ASSISTANT – St. Petersburg, Russia

Electrolux Global Connectivity and Technology (GC&T) R&D center is opening the Assistant position at the site in St. Petersburg, Russia to report to the Site Leader and support all employees at the site with administrative working flow.
The successful candidate will be asked to provide an effective office administration, accounting support and reception service, including document workflow, guided procurements, contacting suppliers, taking telephone calls, hosting visitors, maintaining aesthetics of the office and the social intranet pages. 

A REGULAR DAY AT WORK 

Site support:
• Administrative work as direct support to the Site Leader
• Document flow coordination, preparation and consolidation of reports and presentations, printing, scanning (with image post-refinement), copying, exchanging and interacting with other functions of the company (legal, accounting, HR, logistics)
• Check the need and Raise purchase orders for stationery, printer toners, drinking water, tea&coffee sets, cleaning means, decoration items, other consumable and fixed assets for the office
• Maintaining the stock of these assets, taking care of aesthetics and comfort in the office
• Scheduling / Raise orders for the cleaning service provider
• Guiding newcomers through the office and the team
• Participation and support in organizing site-wide meetings (inviting participants, arranging seats, adjusting presentation equipment and files, taking and projecting notes during a meeting and circulating minutes afterwards)
• Travel and visa support (including mediation with other functions of the company and with the travel agency) for both employees and (foreign) visitors of the site
• Contacting IT service desk and/or Internet / Phone line provider in case of issues affecting an own workstation or the shared equipment (printers, phones, etc.)
• Contacting landlord’s service desk in case of issues with electricity, water supply, climate control, security, admittance, parking lots, fire alarm, etc.
• English <-> Russian translation of documents when needed

Procurement and Accounting support:
• Assistance to managers (rarer – other employees) residing at the site with searching for suppliers of a particular product or service
• Raise purchase orders of specified goods from specified suppliers per requests from managers (rarer – other employees) at the site; Contact the suppliers, inquire for price and delivery conditions
• Requesting, Collecting, Processing (printing, submitting for approval with signature, scanning, emailing…) and Routing the documents (invoices, acceptance/delivery reports, credentials for onboarding, etc.) between the suppliers and the Legal and the Accounting departments of the company; including the monthly documents from landlord and service providers
• Organize delivery of procured goods to the office (engage a carrier, harmonize admittance with landlord security, meet the loaders and guide them to the office, process invoices from carrier)
• Provide information of purchased assets and maintain inventory of it (serial numbers, assigned users, etc.)
• Provide feedback to vendors of unpaid invoices, follow up with Accounting department
• Support with budget preparation for different functions (data consolidation and analysis, calculation of totals, etc.)
• Expense reports on travels and purchases made personally and claimed for reimbursement

HR support:
• Monthly report to HR on the staff attendance (consolidation of data from managers at the site)
• Administration of the in-office check-in system
• Help with scheduling/organizing interviews with candidates to open jobs (especially in Russian when a candidate can’t hold a dialog with the recruiter in English)

Reception duties:
• Take and process incoming calls
• Collect and distribute incoming post, Send outgoing post
• Greet visitors and announce their arrival
• Meeting couriers
• Coordinate the booking for meeting rooms and shared equipment
• Maintain refreshments stock for and during the meetings (snacks, beverages)
• Arrange transfers and accommodation for (foreign) visitors when needed

Miscellaneous:
• Arrange entertainment programs and dinning (book restarunts) for visitors when needed
• Support in organizing entertainment/teambuilding events (“teamship”) and dinning for employees
• Import/export shipment coordination; mediation between a sender, a customs broker and the Logistics department of the company when it comes to clearance at Russian Customs; organizing and monitoring the delivery of imported goods to the office after the customs clearance
• Publish information coming from the managers (rarer – other employees) at the site onto the corporate communication resources (social intranet pages) such as MS SharePoint and Yammer, taking care of aesthetics, clipart and readability

YOU HAVE 

• Strong communication and interpersonal skills
• Excellent hospitality manners, responsible person
• Friendly telephone manner
• Diplomatic in dealings with local and remote colleagues and external partners
• High degree of commitment to the position and the company
• Care of confidentiality 
• Flexible in approach and mindset
• Able to think ahead, anticipate deadlines and plan in advance
• Able to prioritise workload on a continuous basis, and review priorities in order that both urgent and important tasks are accomplished
• Able to contribute in a team environment, but can be independent in areas of own responsibility
• Able to work on own initiative

EDUCATION AND EXPERIENCE

• University degree
• Experience in the position of Assistant or similar 3+ years
• Fluent English is a must (spoken and written)
• Profound organizational skills and detail orientation
• Proficient in MS Office, Scanning & image processing apps, experienced Windows PC user
• Knoeledge of SAP Concur is nice to have
• Switchboard experience
• Knowledge of Russian legislation (tax, labor, custom) prescribing circulation of documents is nice to have