Administrative Specialist (office manager)

At TLScontact, we work with governments from around the world to provide visa and consular services on their behalf to travellers and citizens. Our core expertise, built up in visa processing, enables us to apply our secure processing experience to a wide range of government and citizen services, both abroad and in-country. Harnessing new technology, we support governments in their digital transformation, helping to improve efficiency and enhance customer service. In May 2024 we achieved Great Place To Work® certification for the fourth consecutive time in 47 countries, representing 96% of our workforce.

We are looking for a full time Administrative Specialist. Working days will be from Monday-Friday (40 hours per week). We are offering permanent employment with probation period.

Main responsibilities:

· Incoming and outgoing correspondence, issuing orders and supporting documentation, document flow management, support work with contract signature with 3rd parties.

· Meeting visitors and implementation of the process defined by the Employer for the execution and systematization of documents based on software;

· Collection of onboarding documents from newcomers,· Company events organization,

· Office suppliers purchase for location of employment,

· 3 quotation collection for Company supplier (stationary, health and safety, private medical insurance, etc),

· Interaction with partners and suppliers;

· Maintaining data confidentiality, following and applying security procedures;

· Organizing meetings

· Maintaining a register of contracts in all areas (clients, suppliers of goods and services);

· Assisting management in preparing presentations reporting.

Administrative Specialist should know:
• Internal labor regulations and company policies;
• Basics of office management and document workflow;
• Rules for interacting with clients, visitors, partners, and suppliers;
• Occupational health and safety, fire safety regulations;
• Procedures for confidentiality and data security.