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Job Description
- Provide requested information to callers, direct them to appropriate personnel and take messages when needed
- Meet visitors, determine nature of business, direct them to specific destinations and notify concerned person of visitor’s arrival
- Send, receive, dispatch and distribute incoming mail, facsimiles or other materials to relevant parties while tracking courier services
- File and maintain records of internal/ external mail on appropriate tools as per the set standards
- Coordinate travel and accommodation arrangements on the GDS system, while providing best travel itineraries to optimize time and minimize costs
- Prepare and send travelers’ per diem confirmations to the Accounting Department
- Review, verify and approve invoices received from travel agencies, hotels, airlines and translation companies and send them accordingly for processing
- Contribute in the preparation of yearly budget by providing travel data to department's manager from other departments
- Handle, in coordination with Heads of Departments, the reservation of venues and arrangement in training rooms
- Handle all visa arrangements during the absence of the Travel Administrator
- Assist the Team Leader in implementing all travel policies and procedures and ensure they are followed
- Distribute, where applicable, parking access cards to the offices/shops and maintain the related records
- Update the database covering destination information and travel services and keep travelers up to date on the travel guide and site
Job Requirements
- 0-2 years of experience in a similar field
- Proficiency in MS Office
- Fluency in English; French is a plus
