Office Coordinator (Munich)

Job description

At dōTERRA Europe Services we encourage all employees to seek out opportunities that will expand their skill set. We strive to help achieve personal career goals by providing opportunities for growth and movement throughout the company.​ Position Overview As part of the dōTERRA Europe company supporting functions, this role is essential for maintaining smooth operations at the Munich office, reporting into the UK HR Manager and Head of Office Management. The responsibilities include welcoming and directing all visitors to a proper department/office location. Answering phone calls, letters, and emails and/or directing these communications to the correct department/staff person. Making clients and visitors to the office feel welcomed and answering all of their questions. Core Responsibilities • Taking and directing calls • Completing administrative tasks • Organising, and maintaining the reception area • Arranging for catering for occasional meetings • Assisting the HR Manager as and when required • Greeting visitors to the facility warmly and offering them help immediately • Providing support to office staff as directed • Answering questions about products or services offered at the company • Assisting with scheduling appointments and meeting times • Maintaining office front door security • Representing the business with a positive attitude and professional appearance • Setting up meetings rooms with AV connections and refreshments • Handle mail-outs on request • Maintain and order supplies of fruit and kitchen supplies and organise recycling and general waste provision. • Sort incoming and outgoing post. • Assisting with Management Travel • Attend and support Annual Convention • Travel overseas as and when required • Maintain strict confidentiality at all times • Fire Marshal for the office • Completing expense claim forms where required • Direct contact person and collaboration in projects on occupational safety measures • H&S Inductions for all new staff • Inventory list for IT equipment • Oversee office-related budgets by monitoring expenditures, coordinating approvals, processing invoices, and ensuring cost-effective use of resources. • Coordinate and support the setup and delivery of virtual and hybrid meetings The above duties do not define or include all tasks required of the post holder Duties and responsibilities may vary without changing the level of responsibility Qualifications and Experience • Prior receptionist role experience preferred • Experience of using Microsoft Office, especially Word, Excel and Outlook. • Excellent interpersonal skills with the ability to build and maintain effective relationships with people from a wide range of backgrounds. • An organised approach to work and time management • Self-motivated, showing initiative and responsibility • Must embrace a Can-Do attitude • Extremely well presented at all times • Experience of working with AV equipment and presentation set-ups. • Experience of working with supporting Office and Facilities Management dōTERRA Europe Services is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, protected veteran status, or disability.