Office Coordinator

SE-Stockholm

Overview

InterSystems Corporation is a privately held software company with a 38-year track record of consistent growth and profitability. We view hiring, developing, and retaining the best people as key to our record of success. Visit www.intersystems.com for a description of our products and a list of partners.

 

The role of the office coordinator is to provide a high quality administrative service to the internal and external customers of the region and to ensure that good communications exist between the Sweden office and other global offices. The office coordinator will also undertake a combination of executive assistant functions in addition to the administrative functions as required of the role whilst at all times maintaining the professional standards as required of this role.

Responsibilities

  • PA support to the Country Manager including diary management, travel coordination and expenses.
  • Full administrative duties of the local office including contact with vendors/suppliers.
  • Reception duties, including meeting and greeting customers as well as answering calls to the main office number.
  • General administration duties including arranging travel arrangements for staff as required, maintaining and updating as necessary company databases, maintaining existing files, creating reports and general correspondence together with other ad hoc support tasks as required.
  • Sales support administration including monthly reports preparation - billing reports, licence history reports and sales agreements.
  • Coordinate and assist in the preparation of sales tender documents and sales reports as requested.
  • Attendance at monthly sales meetings which require preparation of agendas, collation of monthly reports and the taking of accurate minutes.
  • Project support during implementation period including document management, control of project intranet page (SharePoint), minute taking at project reviews.
  • Completion and filing of expense claims.
  • Raising purchase orders.
  • Providing local translation and administrative support to Customer Operations with order forms, PAF and SQF documents.
  • Update CRM system (Hermes) with customer contact information.
  • Undertake other ad hoc duties/projects as required by the local Manager and to respond flexibly to requests for cover.
  • Order and maintain supplies for office (stationery, beverages, etc).
  • Arranging travel and accommodation in line with policy guidelines and InterSystems pricing policy and procedures.
  • Ensure that Outlook diary is kept up to date, noting meetings, conferences and training courses.
  • Co-ordinate and organise diaries of office personnel, check and distribute messages when staff are out of the office.
  • Ensure that the office is fully equipped and operational at all times.
  • Provide cover for other admin staff in the region and internationally during absences or when assisting with specific projects.
  • Assist with ad hoc projects presented by the Director of Human Resources or his/her appointed deputy.
  • Maintain attendance tracking for the Swedish employees.
  • Maintain department specific contacts (customers, vendors, contractors etc) for the Finnish and Swedish offices.
  • Provide full administrative support for all events/seminar/meetings as necessary and to attend such functions as and when required in order to meet business needs.
  • Organise internal company events as directed including but not limited to team meetings, events, etc.
  • Assisting with company events and demos for the Bid Team.
  • Prepare meeting rooms with refreshments for meetings/seminars/training events.
  • Book seminars and training events and other ad hoc functions as required.
  • Translate local supplier invoices and ensure they are sent to UK Finance department.
  • Check purchase orders and invoices obtaining appropriate authorisation and send to UK Finance Dept for payment, as appropriate.
  • Assist with adhoc projects presented by the UK HR, Facilities or Finance Team as required to meet business needs.
  • Operate, in a professional manner and in line with company policy, the InterSystems telephone system, including screening calls and taking/distributing messages.
  • Meet and greet visitors in a professional and courteous manner at all times, dealing with their queries in a manner designed to enhance their perception of our company.
  • Distribute all incoming mail, giving priority to orders received.
  • Responsible for ensuring all external mail/shipments are sent out on time and in a cost-effective manner.
  • Be the contact person for the Customer Operations department whenever necessary
  • Provide administrative assistance with Customer Operations documents
  • Provide assistance to sales activities and maintain customer contacts
  • Input/ update data in client files
  • Coordinate the localization and production of marketing materials and give support in translating them (draft version)
  • Provide assistance in the organization and coordination of trainings
  • Act on behalf of the team as a liaison between internal departments, offices and clients

Qualifications

  • Regular interruptions during the day are the norm for this post and the job-holder will need to keep accurate, organised and detailed records to enable satisfactory work performance. The job-holder will also need to be flexible, a team player possessing the ability to multi-task.
  • A professional, mature and proactive approach is essential as is the ability to work unsupervised.
  • The job-holder should have at least 5 years professional administrative experience ideally gained from working within a corporate office environment
  • First Class English both written and oral.
  • Computer Skills: 60 wpm, MS Word – Advanced, Excel & Powerpoint – Intermediate.
  • The nature of this post requires the job-holder to be professionally dressed and demonstrating a calm, polite, and friendly manner at all times.
  • Face to face interactions demand self-assurance and an assertive but non-aggressive manner.

Come innovate with us

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