Administrative Assistant

1 maand geleden

Hoofddorp, Nederland Cencora Voltijd

**Job Details**:
INDWC

Ll-Hybrid

We're hiring the Administrative Assistant/Health & Safety Coordinator to join our World Courier office in Hooffdorp, Amsterdam.

Position: Coordination and execution of all Administration and H/S related process

**What you'll be doing**:

- Take care of all general aspects of the office Administration
- Provide local support to key HR and H/S related process
- Ensure proper coordination of all vendors works in the facilities, involving WC responsible parties if needed.
- Take care of all general procurement activities for the proper functioning of the office, according to WC internal guidelines
- Create and administer vendors according to WC internal guidelines
- When needed, take care of proper quotation processes prior to different purchases
- Inform General Manager on any issue/problem related to proper functioning of any aspect of the facility
- Take care of coordination and execution of all needed maintenance works in the premises.
- Take care of all diligences before different vendors as needed, in collaboration with OPS, HR and FIN areas

**General Administration**
- Coordinate works, visits, inspection, audits and all type of interactions between WC Holland and all maintenance and Real State related vendors
- Take care of all general procurement activities for the proper functioning of the office, according to WC internal guidelines
- Create and administer vendors according to WC internal guidelines. Negotiate Payment terms according to company guidelines.
- When needed, take care of proper quotation processes prior to different purchases
- Accompaniment, registration, and assistance to visitors (Contractors, subcontractors, suppliers, auditors, consultants, etc.)
- Collection of document signatures, when required.
- Documentation file, when required
- Scanning and printing of documents, when required.
- Verification and search of documents, when required
- Coordinate courier services and document deliveries as appropriate. Receive and manage all correspondence arriving at the office
- Take care of all diligences before different vendors as needed, in collaboration with OPS, HR and FIN areas

**HR and Health & Safety Tasks**:

- Prepare, in coordination with HR, all the payroll process for each month:

- Consolidate all the pieces of information needed for the payroll run on time (overtime, weekend shifts, on call shifts, vacations, changes of home addresses, special events affecting payroll, among others)
- Upload all the above mentioned info into the Payroll vendor interface or, in case this is not to be done in the portal, inform the payroll vendor properly on the items to be considered
- Prepare the HR reports requested by HR
- Keep all the relevant tools/report/support files properly updated and in good shape
- Prepare and process, together with HR, all the relevant information and actions for the arrival of new employees and the departure of leaving employees.
- Support HR and local Management in the organization of all type of events (parties, meetings, townhalls, celebrations)
- Take care of the procurement of needed food, beverages, gifts, etc
- Hire and coordinate with involved vendors
- Handle the Medical Insurance company portal, keeping it up to date, and acting as the focal point for all medical related situations in the office involving employees
- Keep the insurance portal updated with precise and accurate info
- Be the contact person for all cases of sick leave reported in the system
- Support HR and local management in the completion and signature of all follow up forms involved in the sick leaves of the employees.
- Conduct all needed coordination, consultations, inquiries, diligences before the Medical Insurance Company and related entities, either for sick leave related cases or for any other Administrative task that may arise
- Coordinate and execute, together with the Benelux H/S responsible person, all the H/S initiatives/tasks needed to be compliant with the local regulation and AB guidelines.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.


Knowledge & Skills:

- Fluency in English
- Experience in Office Administration, Health & Safety Coordination or Facilities Management.
- Professional and confident presentation skills
- Must be able to take on projects required by management
- Able to follow procedures & instructions
- Able to give instructions as appropriate.
- Strong communication skills - both verbal and written
- Ability to independently manage multiple tasks, work under pressure and meet deadlines
- Excellent organizational and time management skills.

**Personal Attributes and Disposition

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