Office/ Admin Assistant

SYSTRA is one of the world's leading engineering and consultancy groups specialising in public transport and sustainable mobility. With over 10,300 employees, SYSTRA's mission is to design safe and sustainable transport solutions to bring people together, develop social inclusion and facilitate access to employment, education and leisure throughout the world.

For 65 years, the Group has been working alongside cities and regions to contribute to their development by creating, improving and modernising their infrastructure and transport systems, throughout the life cycle of their projects. SYSTRA is involved from the earliest stages of design through to the testing, deployment and maintenance phases. The company provides all its services in over 80 countries worldwide and generates 74% of its turnover internationally. With its new services, SYSTRA supports its clients and partners in their digital, ecological and energy transition, in order to invent the mobility of tomorrow.

Context

As office/Admin assistant, you will be involved in ensuring smooth operation of front office and providing excellent administrative support. The mission is to facilitate communication, provide assistance, and contribute to the smooth functioning of Organization’s daily operations.

Missions/Main Duties

• Serve as the first point of contact for visitors, clients, and vendors providing a warm and professional welcome.
• Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries in a timely manner.
• Process employee’s requests and provide relevant information.
• Coordinate and schedule appointments and meetings as needed.
• Provide administrative support to various Departments, Managers, including data entry, filing, and document preparation.
• Coordinate with vendors and service providers for office supplies, maintenance and services.
• Prepare purchase requests, follow up on quotations, and order processing.
• Support invoice tracking and coordinate with finance for payments and documentation
• Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping.
• Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation.
• Monitor vehicle movement, maintain trip logs, coordinate with drivers and utilization of fleet
• Coordinate regular servicing, repairs, and record inspections of vehicles, liaising with vendors/garage to ensure safety, reliability, and minimal downtime.
• Coordinate with building management for maintenance, renewals, support, and addressing employee complaints.
• Ensure overall cleanliness and organization of office premises, including workstations, pantry, common areas, coordinating with housekeeping staff for daily upkeep.
• Conduct regular inspections of offices and workspaces to ensure proper maintenance, safety compliance, and availability of required supplies, reporting any issues for timely resolution.
• Handle incoming and outgoing mail, packages, and deliveries.

Profile/Skills

Education: Bachelor’s degree in business administration or equivalent

Profile:

• 3 - 5 years relevant experience in a similar role, preferable in a corporate
• Strong knowledge of Microsoft office
• Strong communication and interpersonal skills.
• Good organizational skills with accuracy, attention to detail, and thoroughness.
• Ability to maintain high level of confidentiality and discern sensitive issues.
• Flexibility to adapt to changing priorities and work in fast-paced environment.

Systra is an equal opportunities company; this position is open to all applicants.