Office Coordinator

Amazon.com strives to be Earth's most customer-centric company where people can find and discover virtually anything they want to buy online. By giving customers more of what they want - low prices, vast selection, and convenience - Amazon.com continues to grow and evolve as a world-class e-commerce platform. The Seller Support team acts as the primary interface between Amazon and our business partners. We obsess over providing world class support to Merchants selling on the Amazon platform. We strive to predict the Seller's needs before they recognize they may have a problem, create innovative self-help tools, and provide solutions to help our partners better serve their customers.

The Seller Support Regional Office Business Coordinator (ROBC) acts as the face of Amazon for all visitors to the Bratislava building. The successful candidate will form a key part of our operation, taking responsibility for the efficient running of the entire site, reception area and general administration tasks that are essential for the smooth running of the site. These tasks include Corporate Security (keycards, photos), Purchasing and Office Services, Travel, Business Resumption and ERT, Facilities Management and Records Management. The ROBC will support and enforce all corporate and departmental policies and procedures pertaining to Seller Support functions.


Responsibilities

Reception:

- Manage & maintain reception in a professional manner ensuring all visitors and contractors are signed in and Health and Safety requirements are implemented where necessary and confidentiality statements are signed
- Ensure a high standard of personal and environment presentation as to give visitors a good first impression
- Ensure all inbound phone calls and queries are answered and that calls are directed quickly to the correct people
- Ensure effective administration of all internal and external post ensuring that all delivered post is communicated to the relevant people for collection at reception.
- Administration of the security badge system
- Monitoring and ordering of office supplies and stationary stock on a regular basis using the Oracle system, including creating Purchase Requisitions, monitoring of Purchase Orders for timely delivery and signing off for received stock
- Ensure all invoices are correctly documented and sent to Accounts Payable
- Management of vendor relationships
- Manage the booking of meeting rooms and ensure the smooth running of these meetings
- Arranging Travel, Accommodation, Restaurant and Taxi itineraries for visitors from other sites
- Co-ordinate All Hands meetings, team events and incentives
- Monitor car park spaces to ensure they are used in accordance with guidelines
- Ensure lost property is communicated to site and kept safely until owners retrieve item/s
- Ensure no unauthorized people enter the building without permission from the Ops Manager/Site Leader

Facilities:

- Carry out site facility inspections and ensure the facility is maintained to the required standards at all times
- Ensure all facilities on site are in full working order and that Health and Safety standards are kept to a high standard
- Ensure vending machines are continuously stocked and in full working order
- Ensure kitchen supplies are stocked at the required level and the kitchen is in full clean and working order
- Liaise with the cleaners daily to offer guidance on key areas of focus and to provide feedback and forward plans to be considered. Monitor and feedback cleaning standards
- Liaise with and instruct contractors on site for all repairs and maintenance issues
- Respond to Security breaches in a timely manner in line with our processes and liaise with Global Security and the Facilities manager to address and escalate any issues
- Setting up vendors/contractors for site services and events including facilities contracts and building management
- Organize catering for onsite events
- Ensure first aid support and fire and evacuation processes and standards are maintained at the required levels
- Ensure lighting and heating standards are maintained at the required levels for a healthy and comfortable standard and consistent with business regulations
- Manage bulletin boards and posters around the building
- Participate in Process Improvement/ Kaizen Events

Administration / Operations Support:

- Provision of administration support to leadership team in relation to the creation of reports, presentations and any ad hoc duties

Skills/Experience:

- Experience within a customer service environment preferred.
- Enthusiasm, positivity and strong self-motivation; Desire to expand skills into new areas
- Strong prioritization and time management skills, with a high degree of flexibility
- Embrace constant change with flexibility and good grace
- Demonstrate appropriate sense of urgency and bias for action
- Demonstrates effective communication, composure, and professional attitude
- Exemplary performance record, particularly with regard to quality & productivity
- Experience in MS Office, Excel, and Amazon HR/Admin Systems
- Health and Safety Qualifications desired but not essential
- First Aid Qualification desired but not essential