Reception & Office Administration Intern

Signal is a group of companies offering products and services in commercial shipping. We combine our deep knowledge of shipping with our passion for applied science, technology and modern management methods.

Signal Ocean is the technology arm of the Signal Group which develops The Signal Ocean Platform a product that allows ship charterers, brokers and owners to securely process, combine and assess complex arrays of private and public shipping data. Signal Maritime brings together shipping best practice with internet-age advanced analytics to provide top-quality shipping services that help our clients achieve performance and efficiency.

About the role: 

We are currently looking for an excellent communicator, with a passion for customer service who will oversee and handle all office and reception activities, and have the chance to work with talented people in a driven, creative and fun environment. The opportunity is a maternity-cover (9-months) contract and will report to a manager from the People and Office Operations function. The ideal candidate will possess a passion for great customer service and an appreciation for office management and administration procedures, the ability to multitask, attention to detail, a positive can-do attitude and strong people- and customer-centric mindset.

At Signal, we are committed to finding people who are respectful, inclusive, and team players, embodying these values in every role.

What you will do in this role:

• Manage and ensure the efficient running of reception including check in /out procedures; responsible for welcoming visitors and overseeing office security
• Handle our main phone line, direct telephone traffic and mail operations appropriately
• Provide first-class administrative support for team members; scheduling meetings, appointments, travel etc.
• Keep reception, rest areas, meeting rooms and office clean, tidy and well presented
• Serve as the point of contact for office management matters; maintenance, mailing, supplies, equipment, bills and errands
• Plan, organize and coordinate execution of fun and engaging team activities and events
• Process office related invoices and expenses, organize receipts, allocate and file accordingly
• Handle office vendors, order supplies, and all office & building related needs
• Ensure a safe operation of the office, adhering to and implementing our policies for protection against covid
• Document and improve relevant processes and procedures
• Assist as needed to a wide variety of tasks and projects related to our office and our employee experience

Requirements

What you bring to the team:

• Bachelor’s Degree required
• 1 - 3 years of experience in office management/operations or a hotel chain is required
• Proficiency in Microsoft Office and project management tools (Google Docs, Slack, CRMs) will be a plus
• Ability to handle routine, administrative work well, with high precision, accuracy and detail-orientation
• Strong self-organization and team-play skills; pro-active willingness to help
• Passion to represent the company’s culture and create positive interaction experiences
• Excellent time management skills and ability to multitask, prioritize work and suggest improvements
• Excellent command of written and spoken English
• Experience in Event Planning would be considered an asset

Benefits

What we offer:

• Opportunity to work alongside a team with passion and deep expertise in office automation and organization, and in a modern, driven and international work environment that cares for professional development
• Competitive salary
• Fun and well-equipped work environment that includes our in-house restaurant offering healthy, freshly cooked lunches every day, ping pong & billiard tables.
• Regular team bonding events and activities.

All applications will be considered while upholding the terms and conditions of privacy in compliance with personal data protection regulations.

We are an Equal Opportunity Employer dedicated to promoting diversity and inclusivity in the workplace. At Signal, we believe that a variety of perspectives, approaches, and viewpoints are essential for our innovation and success, and we support this through our hiring, development, and rewards practices. We prohibit discrimination and harassment of any nature, such as those based on race, color, gender, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other legally protected characteristics, and we take steps to eliminate such behaviors from our workplace.