Administrative Specialist

To provide local support for multiple Tungsten Automation Corporation functions and departments, often the first point of contact for external visitors/callers to Tungsten Automation Corporation and ultimately to ensure the smooth running of the office. This role will be based from our London office in Pountney Hill House, EC4R on a part time Monday - Thursday 9am - 2pm basis.

Key Responsibilities
Reception

• To be the first point of contact for:

• all incoming calls/faxes and redirect calls to the relevant department or person, or take messages.

• for visitors to the office, which will include meeting and greeting clients/suppliers/customers; offering and arrange catering, liaising with couriers, etc

• To manage the company posts, including:

• ensuring that all post is collected daily and on time

• ensuring that special/recorded delivery items are sent correctly
• distributing incoming posts to relevant members of staff each morning,
• preparing and franking outgoing mail
• Procure postal and courier services as and when required

Travel Desk

• Book travel arrangements including flights, train tickets, hotels, rental cars, etc. for local and international Tungsten Automation Corporation staff
• Coordinate multi-day itineraries and travel arrangements for international staff, liaise with their department, and act as the first point for the visitor
• Book travel arrangements for clients and candidates (interview for Tungsten Automation Corporation)

Office Administration

• To ensure the smooth running of the office.

• Ordering office stationery and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.

• Liaise with IT on ad hoc issues and day-to-day requests of colleagues

• Update email groups, and provide office-related communications (e.g. parking, changes in the office, etc.)
• To arrange meetings and provide hospitality. Liaise with the guests and customers coming to the office to meet Sales teams, meetings & training organizations (PS, Demos, ...)
• Organize and coordinate internal events, like quarterly events and trainings
• Organize and scan travel expenses for VP/Director level managers plus support/guide Field Sales on request

Facility / Site Management

• Liaise with the facility manager, e.g. regarding office lease paperwork, rental of parking spaces, etc.
• Maintain lists for office keys, sim cards, parking cards etc.
• To be responsible for facilities management including the organization/supervision of office maintenance, repair work, and cleaning contractors.
• To be responsible for health and safety for the office, and fire evacuation procedures.

Finance

• Scanning local invoices, obtaining approval and sending them to SSC
• Archiving of invoices and expense reports
• AR collection support on case to case basis
• Support the Finance team for all overdue invoices and credit issues.
• Ensure communication between Finance, Business Processing, and Deal Desk to ensure backlog invoices are paid or identify issues with customers.

Sales Administration / Legal

• Support Inside Sales / Deal Desk with contract archiving (e.g. when physical copies need to stay in the country) & ensure contracts are countersigned and copies sent to the customer and stored in the Contracts repository, depending on country organization
• PSO: liaise with Deal Desk and PS Director to obtain signed contracts.
• Work with Sales, Inside Sales & Deal Desk to support efficient Quote to Cash process (e.g. Deal packs are completed, including DSF and Sales Order Forms during busy periods)
• Support required levels of communication with other internal members of Tungsten Automation Corporation to ensure orders are booked through to invoicing.
• Work with deal desk on new processes implemented to develop expertise

Marketing

• Support Marketing, e.g. registration desk at client event, if requested

Human Resources

• Processing of VISA for new employees, renewal for existing employees, cancellation for the ones who leave the Company, VISA for guests, etc. (These tasks can't be done remotely), depending on country
• Onboard Process for New Employees: Communication to all govt departments, ordering SW/HW Infrastructure, SIM Card, Health Insurance process, Access Keys, and Stationery, together with HR

Required Skills

• At least 2 years relevant experience
• Good command of written and spoken English
• Basic typing skills
• Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
• Ability to use Office package and Internet applications
• Positive can-do mentality
• Ability to multitask
• Ability to engender trust and confidentiality in the provision of administrative support
• High level of accuracy
• Strong communication skills
• Well-developed time management skills and the ability to prioritize

Tungsten Automation Corporation, Inc. is an Equal Opportunity Employer, M/F/D/V
*While the job description describes what is anticipated as the requirements of the position, the job requirements are subject to change based upon any changing needs and requirements of the business.***