Oceaneering Receptionist/ Administrative Assistant in Utrecht, Netherlands
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
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.
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.
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.
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.
- This position has NO direct supervisory responsibilities.
- Receptionist / Admin Assistant reports to the Executive Assistant.
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
Fulltime (40 hrs per week) availability
Job Title: Receptionist/ Administrative Assistant
Location: Utrecht, Netherlands
Job ID: 13233
Full/Part Time: Full-Time