Reception Office Administration Intern
Signal, Greece
Job Description
About Signal Ocean: Signal Ocean is the technology arm of the Signal Group. Our primary product, The Signal Ocean Platform, enables shipping professionals to securely handle, integrate, and assess intricate collections of private and public shipping data. Driven by advanced machine learning and artificial intelligence, our technology suite provides tailored, exclusive insights that support our clients in achieving performance and efficiency. Insights are delivered over web and mobile applications, as well as through a rich set of APIs and SDKs. Our backend architecture is abstracted to modularly offer deep analytics capabilities that are leveraged in the solutions that we offer or can be directly embedded in our client’s system topologies.
About the role: At Signal, we are committed to finding people who are respectful, inclusive, and team players, embodying these values in every role.
We are currently looking for an excellent communicator, with a passion for customer service who will oversee and handle all office and reception activities, and have the chance to work with talented people in a driven, creative and fun environment. The position will report to our People amp; Culture Director. The ideal candidate will possess a passion for great customer service and an appreciation for office management and administration procedures, the ability to multitask, attention to detail, a can-do attitude and strong people- and customer-centric mindset.
What you will do in this role:
- Manage and ensure the efficient running of reception including check in /out procedures; responsible for welcoming visitors and overseeing office security
- Handle our main phone line, direct telephone traffic and mail operations appropriately
- Provide first-class administrative support for team members; scheduling meetings, appointments, travel etc.
- Keep reception, rest areas, meeting rooms and office clean, tidy and well presented
- Serve as the point of contact for office management matters; maintenance, mailing, supplies, equipment, bills and errands
- Process office related invoices and expenses, organize receipts, allocate and file accordingly
- Handle office vendors, order supplies, and all office amp; building related needs
- Ensure a safe operation of the office, adhering to and implementing our policies for protection against covid
- Plan, organize and coordinate execution of fun and engaging team activities and events
- Document and improve relevant processes and procedures
- Assist as needed to a wide variety of tasks and projects related to our office and our employee experience
Requirements
What you bring to the team:
- Bachelor’s Degree required/preferred
- 1 year experience in office management/operations or a hotel chain is highly desired
- Proficiency in Microsoft Office and project management tools (Google Docs, Slack, CRMs) will be a plus
- Ability to handle routine, administrative work well, with high precision, accuracy and detail-orientation
- Strong self-organization and team-play skills; pro-active willingness to help
- Passion to represent the company’s culture and create positive interaction experiences
- Excellent time management skills and ability to multitask, prioritize work and suggest improvements
- Excellent command of written and spoken English
Benefits
What we offer:
- Coverage under the company’s collective health insurance plan (after 6 months completion)
- Career growth opportunities and a structured development discussion every 4 months.
- Opportunity to work alongside experienced people with deep knowledge in software engineering, data science amp; shipping business who are always eager to mentor.
- Personal learning budget for training, seminars, conferences (750 to 2000 EUR annually depending on seniority) (after 6 months completion)
- Fun and well-equipped work environment that includes our in-house restaurant with healthy, freshly cooked lunches every day, ping pong amp; billiard tables.
- Regular team bonding events and activities.
All applications will be considered while upholding the terms and conditions of privacy in compliance with personal data protection regulations.
We are an Equal Opportunity Employer dedicated to promoting diversity and inclusivity in the workplace. At Signal, we believe that a variety of perspectives, approaches, and viewpoints are essential for our innovation and success, and we support this through our hiring, development, and rewards practices. We prohibit discrimination and harassment of any nature, such as those based on race, color, gender, religion, sexual orientation, national origin, disability, gene