Office Support Administrator

at  Trayport

The Role
Our Office Support Administrator will be fundamental to the efficient daily running of the office. It’s also a key role in helping to make Trayport a great place to work! Working as part of our passionate People team, this is a multi-faceted role that includes Office Management, HR support and Community engagement requiring someone who can prioritise and manage multiple things at once.
What you’d be doing
As a company that prioritizes making our office the best place to work, the role will be vital to the continued management and ongoing improvement to our physical environment in addition to playing a proactive part of our much-loved community engagement. This would involve tasks such as:

Office Administration:

• First point of contact for all visitors (internal and external)
• Welcoming at front desk
• Office Tour
• Introductions to relevant people
• Access pass set up (if applicable)
• Timely communications on chat channels of guests and visitors
• Answering all incoming calls and escalating to the relevant individual
• Ensure our office is fit for purpose and well equipped (meeting rooms, kitchen, stationary room, stock management)
• Arranging couriers, taxis, food orders
• Being the first point of contact for Vienna employees needing to travel for business (booking portal support, expense policy and procedure)
• Open post on a daily basis and escalate to the relevant stakeholders
• Documentation and budgets kept up to date (billing/invoice records, supplier agreements/contracts, insurance admin, company cars)
• Manage all issues and pain-points from staff regarding facilities and escalate in a timely manner
• Proactively suggest and implement ways we can improve the office environment and functionality
• Supporting the HR Manager on administrative requests

Trayport Community:

• Coordinate company community events and celebrations (socials, functions, birthdays, farewells, News and Views)
• Coordinating the Vienna office community calendar - public holidays, location specific celebrations, monthly massages
• Ensuring smooth onboarding process for all new joiners (induction set up, access to the office, lockers & equipment, welcome messages, relevant community group chats)
• Ensure positive leavers process - equipment return, farewell cards
• Supporting the Benefits Team with benefit related admin - Travel tickets, lunch vouchers

What we are looking for

• Office presence 5 days per week
• Core hours under flextime company agreement 08:00 - 15:00
• Fluent German and English (B2- Level or higher)
• Proactive in owning tasks and making improvements
• Excellent communication with stakeholders (HR Manager, Vienna Management Team, wider people team, employees, visitors)
• Prioritization of tasks & ability to manage own time
• Professionalism

What we offer

Our people are crucial to our future. We employ intelligent, enthusiastic, adaptable individuals and give them the freedom, training and guidance to help them become the very best, we’ve won awards for places to work, engagement strategies and the work we’ve done on community. We are looking for someone who is really passionate about developing their career and this role offers that - our Employee Communications Manager, HR Business Partner and others that work in our Finance, Legal and Development teams have all started as an Office Support Administrator at Trayport, so if your long term ambitions are to gain knowledge in HR, forge a career in marketing or one day be in finance… whatever your goals Trayport is the place to start.

• Learning/development opportunities
• Company-funded Job-ticket
• Edenred Lunch vouchers
• Employee Share-scheme
• Company socials and holiday parties
• A friendly, diverse and vibrant office
• Flexi-time

We offer an attractive salary for this position based on your qualifications and experience. The minimum monthly salary for this position is €2392.00 gross per month.
Trayport is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate. We provide accommodations for applicants and employees who require it

• Learning/development opportunities
• Company-funded Job-ticket
• Edenred Lunch vouchers
• Employee Share-scheme
• Company socials and holiday parties
• A friendly, diverse and vibrant office
• Flexi-tim