Oceaneering Receptionist/ Administrative Assistant in Utrecht, Netherlands

Company Profile

Oceaneering AGV Systems, an Oceaneering International Company, develops, implements and markets Automated Guided Vehicle Systems (AGVs), navigation hardware, and software. We offer customized and automated transport solutions to efficiently, competitively and effectively meet the ever-increasing transport demands of various industries by increasing productivity, reliability, flexibility and safety standards through innovation, expertise and robustness. Oceaneering AGV Systems has been delivering automatic guided vehicle solutions to the world's leading companies for 30 years.

Oceaneering is a global provider of engineered services and products, primarily to the offshore energy industry. We develop products and services for use throughout the lifecycle of an offshore oilfield, from drilling to decommissioning. We operate the world's premier fleet of work class ROVs. Additionally, we are a leader in offshore oilfield maintenance services, umbilicals, subsea hardware, and tooling. We also use applied technology expertise to serve the defense, entertainment, material handling, aerospace, science, and renewable energy industries.

*For more information please go to *www.oceaneering.com and click on Products & Services, then click Automated Guided Vehicles (AGVs).

Duties & Responsibilities

Purpose

The Receptionist/Admin Assistant is responsible for all reception duties in combination with a diverse set of administrative, secretarial and organizational tasks to support the business and OASYS managers and staff from various departments in particular. Under supervision of the Executive Assistant, the Receptionist/Admin Assistant works closely together with the other Receptionist/Admin Assistant on mutual and individual tasks and are responsible for replacing each other during absence.

Functions

ESSENTIAL

Reception:

  • Handling inbound/outbound telephone calls (switchboard)

  • Greet and register visitors and guests, act as a host

  • Arrange and book meeting rooms

  • Order catering necessities, daily lunches, coffee and office supplies

  • Supporting several facility matters in the office

Administrative and secretarial:

  • Coordinate company and staff calendars; arrange meetings, conference calls, WebEx and VCR meetings.

  • Handle mail, e-mail and courier services

  • Correspondence in Dutch and English, and German (limited)

  • Prepare lay-out of documents and/or PowerPoint presentations.

  • Arrange global travel for staff (flights, accommodation, rental cars)

  • Handle and process administrative procedures regarding travel, vacation requests and registration, invoices, payment reports and expense reports.

  • Administrative processes in PeopleSoft (Oracle), e.g. submit travel authorization forms, monitor timesheets and handle Time & Labor admin process

  • Monitor ‘Sugar’ CRM client data base

  • Prepare and handle client mailings.

Safety

Ensure that the Safety policies and procedures are understood and adhered to so far as is reasonably practicable in order to ensure a safe working environment.

Other

Carry out work in accordance with the Company Health, Safety, Environmental and Quality Systems.

Perform the assigned tasks with due diligence regarding the Integrated Management Systems on the Company.

Eliminate waste of whatever form, to suggest the use of more environmentally friendly substances and practices and contribute to the continuous improvement of the environment.

Supervisory Responsibilities

  • This position has NO direct supervisory responsibilities.

Reporting Relationship

  • Receptionist / Admin Assistant reports to the Executive Assistant.

Qualifications

Qualifications

REQUIRED

  • MBO+ / HBO level of working

  • Degree in administrative/secretarial education (preferably Schoevers degree)

  • Relevant working experience (with a minimum of 5 years) in a combined role of Administrative/Secretarial assistant and Receptionist, preferably within an international organization

  • Experienced in handling global travel arrangements

  • Excellent verbal and written knowledge of Dutch and English, and preferably also in German.

  • Excellent knowledge of and experience in all MicroSoft office programs, Google office applications en ERP (Oracle) systems, preferably PeopleSoft

  • Experience with client database systems (‘Sugar’ CRM / Oracle)

  • Flexible and stress resistant

  • Good communication and interpersonal skills

  • Able to work independently, yet collaborative; team worker

  • Service oriented, pro-active and problem solving attitude

  • EHBO (first aid) degree is a preference

  • Living close to the office (within 10 km) is a strong preference

  • Available a.s.a.p

  • Fulltime (40 hrs per week) availability

Job Title: Receptionist/ Administrative Assistant

Location: Utrecht, Netherlands

Job ID: 13233

Regular/Temporary: Temporary

Full/Part Time: Full-Time