General Office Assistant

6 meses atrás


Porto, Portugal Mercan Tempo inteiro

**Reception and Telephone Service**:
**Job Summary**: We are looking for a motivated and versatile General Office Assistant who will manage a wide range of responsibilities. This professional will be essential in organizing and enhancing the efficiency of our office, ensuring smooth and professional daily operations.

**Key Responsibilities**:
**1. Reception and Telephone Service**:

- Greeting visitors, ensuring courteous and efficient service.
- Manage phone calls, directing them appropriately.

**2. Administrative Management**:

- Coordinate daily administrative activities, ensuring office organization.
- Maintain an effective system of files and records.
- Oversee inventory management of office supplies, including ordering new materials as needed.

**3. Team Support and Schedule Management**:

- Assist in coordinating meetings and events, including room preparation and providing necessary materials.
- Manage schedules and meetings, aiding in optimizing the team's time.

**4. Basic Financial Functions**:

- Undertake primary financial responsibilities, such as procurement processes and expense tracking.

**5. Facilities and Office Maintenance**:

- Coordinate the maintenance and cleaning of the workspace.
- Serve as the point of contact for office facilities and infrastructure issues.

**6. Document Inventory**:

- Use AI-powered image recognition to quickly scan and catalog physical documents, creating a digital inventory of the archive.
- Automatically capture document titles, dates, and categories using OCR technology.

**7. Barcode Tracking**:

- Implement new barcode or RFID (Radio Frequency Identification) labeling systems on physical documents to track their location and movement within the archive.
- Use AI algorithms to match scanned labels with corresponding digital records, facilitating quick retrieval.

**8. Storage Optimization**:

- Utilize AI algorithms to analyze document usage patterns and recommend optimal storage arrangements for physical documents within the archive.
- Maximize storage space by identifying rarely accessed documents or outdated records.

**9. Other Tasks**:

- Organize internal events and other team activities.
- Participate in special projects as needed.

**Skills and Qualifications**:

- Excellent verbal and written communication skills.
- Strong organizational and planning competence.
- Previous experience in administrative or reception roles.
- Ability to work autonomously and as part of a team.
- Proficiency in Microsoft Office and other office management tools.
- Discretion and the ability to maintain confidentiality.
- Fluency in English (mandatory).

**Education and Experience**:

- A high school diploma is required; higher education is valued.
- Proven experience in administrative or reception roles.


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