Receptionist and Events Coordinator

Key Responsibilities

• Act as the first point of contact for office-related queries.
• Manage office supplies inventory and place orders as needed.
• Maintain office cleanliness, organization, and upkeep in coordination with facility services.
• Greet clients, suppliers, and visitors to the office in a professional and positive manner.
• Aid in the preparation of regularly scheduled reports for various departments.
• Answer the main phone line and direct all incoming phone calls to appropriate personnel.
• Manage incoming and outgoing mail and packages.
• Organize and schedule meetings and document detailed meeting minutes for distribution in a timely manner.
• Help book travel arrangements for management and operations teams.
• Manage event budgets, ensuring cost-effective solutions.
• Create event collateral (e.g., invites, signage) in collaboration with the marketing team.
• Monitor feedback and make recommendations for improving future events.

Event Coordination

• Plan, organize, and execute internal events (team-building activities, staff celebrations, etc.).
• Cook up logistics for external events such as conferences, exhibitions, and client meetings.
• Liaise with venues, caterers, and suppliers to ensure seamless event execution.
• Create event collateral (e.g., invites, signage) in collaboration with the marketing team.
• Maintain event budgets and monitor feedback for continuous improvement.

Facilities Management

• Act as the point of contact for all Beyond Energy USA office facilities-related issues and service requests.
• Coordinate with vendors, building management, and contractors for maintenance and repairs.
• Ensure offices are safe, organized, and adequately stocked with supplies and equipment.
• Support office space planning, seating assignments, and employee moves.
• Conduct regular facility inspections to ensure cleanliness, safety, and security.
• Aid in access control, key distribution, and security systems.
• Oversee and manage staff housing, including move-ins and move-outs, inventory management, and addressing housing-related issues.