Administrative Officer

Job Description available in English

About BIA

 

BIA Group is active in the sales, rentals and after-sales services of equipment intended for public works, mines, quarries and transport. The Group operates in Europe, Africa and Asia and has more than 1500 enthusiastic employees.

 

Summary

 

Under the supervision of the Admin and Finance Manager, ensure that all administrative tasks are carried out efficiently and in accordance with organizational policies and procedures, while overseeing office management, acting as the first point of contact, and managing contracts.

 

What will be your responsibilities?

 

1. Reception:

• Answering and directing phone calls in a professional and courteous manner.
• Greeting visitors and directing them to the appropriate areas of the office.
• Maintaining a tidy and welcoming reception area.
• Sorting and distributing mail and packages.
• Managing office supplies and ensuring they are well-stocked.
• Correspondence and liaise with DHL for in and out courriers

 

2. Office Management:

• Ensuring office equipment is in working order and arranging for repairs or replacements when necessary.
• Managing office expenses, including tracking and reconciling invoices.
• Maintain stationery and kitchen stocks
• Responsible for office maintenance – Contact with Nexteracom and other external contractors
• Follow-up and management of cleaning services with external contractors
• Monitor the work of the cleaning staffs

 

3. Personal Assistant:

• Organizing appointments and meetings for General Manager when required. 
• Drafting correspondence, reports, and presentations as needed.
• Conducting research and compiling data for presentations or reports..

 

4. Data Management:

• Managing and organizing office files and documents.
• Scanning and uploading documents into the appropriate archiving systems.
• Managing the office database and ensuring information is accurate and up to date.
• Issuing purchase orders in SAP
• Creation of vendors in SAP

 

5. Communication:

• Responding to internal and external inquiries in a timely and professional manner.
• Managing and organizing email and phone communication channels.
• Scheduling and coordinating conference calls and meetings.
• Collaborating with other departments and team members to ensure effective communication and coordination.

 

6. Other duties:

• Assisting with event planning and coordination.
• Assisting with special projects and initiatives as needed.

 

Who are we looking for?

 

            

•       Diploma in Business Administration or Equivalent
•        Minimum 3– 5 years’ experience as administrative officer/personal assistant
•       Proficiency in Microsoft Word, Excel, and PowerPoint
•       SAP experience is a definite advantage

 

What's in it for you?

 

• A permanent contract
• A competitive salary and an interesting package of extra-legal benefits
• A human sized company with international dimension, encouraging autonomy and team spirit
• Cooperate in a team with experienced and passionate colleagues within a successfully growing family-owned company
• Benefit from a challenging career opportunity with an extensive training program
• In this challenging job you get the possibility to take initiative and further develop the function