Reception and Office Operations Executive - Preferred Location: Vienna - Austria

　　This job is posted under Wipro Austria. The disciplinary manager for this position is Gisela Zieglerlien.

　　Reception Tasks

　　Handling incoming Calls and Messages (in German and English) and routing appropriately Visitor and Client handling and directing them accordingly Managing Conference/Meeting Rooms Booking, Allocation and upkeep Security Access - Issuing of new cards, validity extensions, tracking etc.

　　Facility Management

　　Day to Day Administration of the office Draft Office Procedures & Systems and ensure smooth Office Operations through coordinated Office Activities and Schedules Be the single point-of-contact for the International Operations team at the location for co-ordination required within functions/ any site related reporting, concerns or escalation Monitor Annual Maintenance Contract Calendar and follow up for office related AMC Renewal Act as Primary contact and the First Line of Control for Building Management Upkeep & Maintenance as well other Utility Services and follow-up for Job Completion Explore opportunities for Operational Cost Optimization and run related initiatives for the location(s) Research and analyse routine administrative projects for the Supervisor; prepare first draft reports on routine administrative matters Assist the Sales/ Delivery Leadership in specific task related to Customer Relationship Management within Wipro Premises: Welcome Guests, Preparation and Logistics support for events at Wipro office Helping in creating employee handbook for office Support Business Teams with Coordinating Meetings within the office for lunch arrangements and other logistics

　　Mail & Inventory Management

　　Post & Courier: Incoming and outgoing tracking and sending of post /courier Forwarding non-operational invoice to correct user Stationeries: Ordering, distribution and tracking

　　Vendor Management & Invoicing

　　Identification & Management of Vendors for Stationary, Equipment Maintenance (Coffee machine and Water dispenser), Courier and Cleaning Services and their performance monitoring Review and forwarding of Operations-related invoices and sending them to finance team for payment and as per the set process including following up on the payment Review and summarize miscellaneous reports and documents; prepare background documents as necessary

　　EHS Related

　　Provide support to drive the existing organisation systems/ practices at the location along with Employee Health and Safety Standards Provide support to monitor and control Security Measures within the office on a 24 x 7 Basis Actively Participate in BCP Drills and Exercises/ Employee Initiatives

　　Skills

　　Ability to speak fluent German and English is pre-requisite for the role Must have an excellent and clear telephone manner, helpful and patient A tidy and professional presentation Experience of dealing with a wide base of people Excellent written and oral communication shills Ability to work proactively and without constant supervision Ability to pay attention to detail