Office Assistant

📋 Description

• • We are seeking a proactive and highly organized Office Assistant to become an integral part of our People, Workplace, and IT team at Rossum Ltd. This is a crucial on-site role dedicated to ensuring the seamless operation of our office environment and fostering a workplace where every employee can perform at their best. You will be the go-to person for maintaining the physical and operational infrastructure of our office, directly contributing to the positive daily experience of all our team members, affectionately known as Rossumers.
• • Your primary mission will involve coordinating the daily operations of the office, ensuring a consistently smooth, organized, and welcoming atmosphere. This includes meticulous management of office supplies, ensuring equipment is functional, and cultivating strong relationships with various vendors who support our workplace needs. Your attention to detail will be key in maintaining inventory levels and ensuring that essential resources are always available.
• • A significant aspect of your role will be supporting the onboarding process for new hires. This involves preparing meeting rooms for onboarding sessions, conducting office tours to familiarize newcomers with our space, and managing new joiner swag to guarantee 100% readiness on their first day. You will play a vital part in making new employees feel welcomed and set up for success from the moment they join.
• • You will also be responsible for organizing and coordinating internal events, team gatherings, and company-wide meetings. This includes logistical planning, coordinating with different departments, and ensuring that these events run smoothly, contributing to team cohesion and company culture.
• • Managing our Travel Management App, Perk, will be another key responsibility. You will provide support to employees utilizing the app, assisting them with travel-related queries and ensuring a positive travel experience. This requires a service-oriented approach and a good understanding of the app's functionalities.
• • Handling incoming and outgoing mail and deliveries efficiently is essential. You will be the central point of contact for all mailroom activities, ensuring timely distribution and receipt of packages, and providing support to other teams as needed.
• • Maintaining accurate records of office expenses and supporting the purchase approval process in line with company policies will be a core administrative duty. This requires diligence and an understanding of financial procedures within the company.
• • You will play a role in upholding health and safety standards and ensuring workplace compliance. This includes participating in regular Health, Safety, and Environment (HSE) audits to maintain a safe and compliant working environment for everyone.
• • A key objective will be to identify and implement small process improvements that can save time and reduce friction for the team. This proactive approach to problem-solving will contribute to overall efficiency and a better working experience.
• • You will also assist with various administrative tasks, such as managing language courses, coordinating MultiSport cards, archiving important documents, and handling other ad-hoc administrative duties as they arise. Your flexibility and willingness to support diverse administrative needs will be highly valued.
• • Success in this role will be measured by your ability to quickly integrate into our team, understand our internal tools and workplace processes, and build strong relationships with key stakeholders. Within your first three months, you should be taking ownership of daily office operations with minimal supervision. By six months, you will have established a clear rhythm for office operations, improved onboarding logistics, created simple documentation for recurring processes, and begun managing vendor relationships. Within a year, you will have streamlined office processes, successfully coordinated multiple internal events, and helped build a scalable workplace support system that can adapt to our company's continued growth. Your contribution will directly impact the efficiency, culture, and overall employee experience at Rossum Ltd.