Office Coordinator

Position Summary:

The position of Office Coordinator is responsible for acting as the face and voice of TransPerfect while also coordinating the overall organization of the office and other company premises, as well as providing daily support to the Executive team.

Position responsibilities:

• Professionally screen and transfer a high volume of incoming calls

• Greet and interact with clients, vendors and visitors and coordinate their visit with the appropriate staff member

• Responsible for appearance of the reception, conference room, pantry, and common office areas, including cleanliness

• Scan / upload incoming invoices and send scans to Accounts Payable

• Open, sort, and distribute incoming correspondence

• Sign for and track FedEx / UPS / Messenger packages

• Prepare refreshments for client meetings (water, coffee, etc.)

• Order office and pantry supplies

• Assist with travel itineraries and arrangements

• Assist in coordinating and maintaining the office space, telephone lists, security badges, and office keys

• Assist with coordinating office events

• Perform general office work for Operations, HR, Recruitment, and Managers as needed

• Act as a point of contact for equipment/services/operations issues in the office

• Create and maintain records ensuring accuracy and validity of information

• Maintain calendars, schedule meetings and appointments

• Record meeting minutes

• File and retrieve corporate records, documents and reports

• Research and analyze data, preparing documents for review and presentation by boards of Directors, Executives and Committees

• Perform support tasks for Senior Executives as needed

• Coordinate with other departments to ensure compliance with established policies

• Maintain trusting relationships with suppliers, customers and colleagues

• Serve as the main point of contact for building management and local vendors

• Provide general administrative support

• Work directly with other international offices and teams to assist with project needs

• Complete all other tasks that are deemed appropriate for this role and assigned by the manager/supervisor

Essential skills and experience required:

• Minimum Bachelor’s degree or its equivalent

• Excellent written and spoken communication skills English and Czech

• Minimum 1-2 years´ experience working in a client-facing role (Receptionist, Office/Executive Assistant, Guest Services or similar)

• Creative thinker – you are curious and unafraid to ask questions

• Hard worker – you are industrious and diligent in everything you do

• Innovator – you are willing to initiate changes and introduce new ideas

• Friendly disposition with excellent Customer Service skills and a willingness to be helpful

• Ability to independently troubleshoot and drive resolutions to problems

• Ability to maintain professionalism in all situations

• Proficient in Microsoft Office tools (Word, Excel, Outlook, etc.)

Desired skills and experience:

• Strong knowledge of the city of work

• Ability to effectively manage time, multi-task, and handle a high volume of work in a fast-paced environment

• Experience working on different databases

• Knowledge of additional languages at professional working proficiency