Office Assistant

Sektörün Öncü Kuruluşu

Position Summary

We are looking for an Office Assistant to join the headquarters of a global company located in Ataşehir, Istanbul.

As the first point of contact for the company, the Office Assistant will be responsible for welcoming visitors and handling incoming calls while ensuring the smooth and efficient operation of office activities, vendor services, and administrative processes.

Key Responsibilities

• Welcome and assist visitors, direct them to the relevant departments, manage visitor registration procedures, and handle the activation and deactivation of office access cards.

• Answer incoming calls professionally, direct them to the appropriate departments, and ensure that internal contact lists are kept up to date.

• Coordinate meeting arrangements, including meeting room reservations, room setup, and catering services.

• Organize company events, guest hospitality arrangements, and special transportation services.

• Manage incoming and outgoing official documents, courier deliveries, and mail, ensuring timely distribution to the relevant recipients and coordinating office courier services.

• Handle notarization procedures and official administrative transactions with public institutions, including municipalities, district governorates, and Chambers of Commerce and Industry.

• Coordinate the procurement, ordering, and inventory management of stationery, office supplies, and refreshments, and maintain accurate records of office fixed assets.

• Handle employees' business card requests and coordinate the printing process.

• Coordinate office cleaning services and daily kitchen operations, ensuring that hygiene, organization, and service quality meet company standards.

• Supervise the Office Support Staff reporting to the position, including task allocation, work schedules, leave planning, performance monitoring, and feedback.

• Coordinate periodic maintenance of air conditioning systems, water dispensers, fire safety systems, and electrical equipment; manage office landscaping services and related procurement activities.

• Collaborate with the Occupational Health and Safety (OHS) team on emergency response plans, fire drills, and the monitoring of first aid supplies.

• Arrange employee shuttle routes for new hires and coordinate offboarding procedures for departing employees, including access card deactivation and shuttle service cancellation.

• Conduct monthly reconciliations with the employee shuttle service provider and process and track invoices related to rent, building maintenance fees, parking, dry cleaning, and other office expenses.

• Create travel-related purchase orders for the Sales Department and follow up on the relevant invoices.

• Support the preparation of the office operating budget, monitor monthly actual expenses, and track vendor contract terms and renewal dates.

• Coordinate flower and wreath arrangements for special occasions such as bereavements, weddings, and business openings, as well as corporate gifting activities during New Year and holiday periods.

• Maintain the overall organization and appearance of the office and shared areas, and support other administrative duties assigned by management.

Qualifications

• Associate's or bachelor's degree in a relevant field.

• Minimum of 2 years of experience in reception, office management, or administrative services.

• Good command of English, both written and spoken.

• Proficiency in MS Office applications (Outlook, Word, Excel, and PowerPoint).

• Knowledge of formal business correspondence standards and procedures.

• Experience in vendor management and invoice tracking is preferred.

• For male candidates, completion of or exemption from compulsory military service.

Key Competencies

• Friendly and professional attitude with strong communication and interpersonal skills.

• Excellent organizational, planning, prioritization, and time management skills.

• Strong attention to detail and a structured approach to work.

• High level of confidentiality, integrity, and reliability.

• Ability to multitask and manage multiple responsibilities simultaneously.

• Proactive, solution-oriented mindset.

• Strong teamwork and collaboration skills.