GBS Office Coordinator

Join us and celebrate the beauty of human experience. Create for happier, healthier lives, with love for nature. Together, with kindness and humility, we deliver food innovations, craft inspired fragrances and develop beauty and wellbeing solutions that make people look and feel good. There’s much to learn and many to learn from, with more than 17,000 employees around the world to explore ideas and ambitions with. Dive into varied, flexible, and stimulating environments. Meet empowered professionals to partner with, befriend, and stretch your skills alongside. Every day, your energy, your creativity, and your determination will shape our future, making a positive difference on billions of people. Every essence of you enriches our world. We are Givaudan. Human by nature.  

The position is full-time (40 hours per week, 8 hours per day), covering maternity leave at least for one year.

In this exciting role, you will

Reception

• Greet visitors and determine the nature of their visit, issue visitor passes and maintain visitor logs, alert the appropriate party of visitor arrival or direct visitors to appropriate office, department or employees.

• Coordinate and supervise the office administration activities to ensure the office’s administrative needs are met

• Arrange parking slots, wi-fi connection for guests upon request

• Distribute stationery as well as any employee related services (e.g. entry card,parking place)

• Order taxi upon request

• Receive and distribute incoming emails, ensure smooth information flow, respond to routine inquiries from internal or external sources, for example on the organisation’s location, hours of operation, phone numbers, or email address

• Supervise intern staff, delegate tasks and manage workload

• Make sure that reception area and common areas are always neat and tidy by doing daily check-ups

• Manage courier and postal services, as well as administering office locker and chair rentals. Additionally, it includes handling and storing packages efficiently.

• Support document signing process

Travel Coordination

• Local travel coordinator involves internal travel tool admin role and handling issues with signing in.

• Providing information to colleagues regarding business travel related questions. 

• Guest travel management (travel arrangements, hotel booking)

• Organizing site visits (Bus rental, contact with Mako staff, managing participants)

Office Assistance (and back-up of facility and Office manager)

• Perform office administration activities (copy services, filing and record-keeping, ordering office supplies, administrative assistance, mail and messenger services, etc.)  to ensure the office’s administrative needs are met

• Order kitchen supplies (tea, milk,etc.)

• Internal booking tool and parking lot access admin role – provide support to colleagues, managing profiles, parking system, implementing changes, support in version changes

• Provide back-up for office manager, facility coordinator (sickness, holiday)

• Ordering services, creating purchase orders upon request for office, office decoration, plants, extra cleaning, give-away items, etc. and register/follow up in SAP/Concur/Chili systems, invoice handling in SAP, keeping contact with AP, IR deparments in terms of vendors' invoice related complaints

• Create expense reports, manage financials (company card purchases)

• Report problems regarding office premises (lighting, airco, pluggage, vending machines, other maintenance work) and cooperate with the facility coordaintor to ensure office equipment is functioning, provide back-up of FM operation in case of facility coordinator is not available (sickness, holiday)

• Ad hoc administrative tasks based upon requests received from the organization or the DC head (e.g. customs related issues – Fedex, DHL)

• Occupational health check up organizing for new joiners, administrative support for employees

• Event organization involves organizing workshops and all employee events (from small group of people to 500+ attendees), including catering and monthly celebrations for birthdays and loyalty, as well as managing prize and gift purchases and distribution. Additionally, it includes supporting committee events and projects, along with coordinating a fruit week. Oversee and coordinate meeting room occupancy upon constraints.

• Manage perfume yearly cycle. Ordering staff fragrances, creating order forms, and handling communications for employees and other eligible groups, as well as addressing any issues that arise. Additionally, it involves creating purchase orders, organizing logistics and distribution, and managing perfume sales for new joiners while overseeing the perfume inventory.

Your professional profile includes

• Min. 3 years professional experience related to assistancy, office management

• Fluent English language skills (verbal,written)

• Advanced knowledge of complex Excel formulas

• Compliance with Health and Safety at work Act and fire and work protection regulations

• Aware of management regulations and other directives and act accordingly

Our benefits for you

• Private Health Insurance

• Monthly cafeteria plan

• Travel reimbursement when commuting from out of Budapest urban area

• Access to exclusive perfumes and other employee discounts

• Recognition and referral programs

• Career development opportunities in our multinational environment

• Team buildings and company events

• Learning programs to develop your soft and hard skills

#LI-Onsite

At Givaudan, you contribute to delightful taste and scent experiences that touch people’s lives.

We value the different perspectives that come from diverse cultures, backgrounds, and experiences.

Everyone — regardless of race, gender identity, sexual orientation, age, disability, culture, religion, or any personal circumstances — is warmly welcomed at Givaudan, a place where we all love to be and grow.

Every essence of you enriches our world. Join us in making a difference together.