Contract Administrator and Office Assistant

Scope of the role:

The role of Contract Administrator and Office Assistant is to support the organization and running of the daily trade and administrative operations of the company. He/she will assist the management, local team and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, provide any other administrative support incl. trade related to management team and generally being a helpful and positive presence in the workplace.

The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

Responsibilities:

1. Trade admin 50%

• During harvest time, collect the data related to the purchased goods from suppliers, check the possible differences between the uploaded and discharged quantities of the goods (warning the team if any discrepancy appears);
• Preparation and issuance of contracts and addendums in English and Hungarian languages, in accordance with the receipts received, respecting the internal rules; Sending contracts to partners and monitoring their return in an original signed version; Registration in the internal system (SHARP); Archiving of contracts;
• Check the invoices (contracted quantity, price, payment, form) of the purchased goods we receive from the suppliers;
• Register accepted invoices of the goods in the system/accruals;
• Register accepted service invoices (trucks freight and surveyor) in the system/accruals (after the execution team checked the invoices and accepted)
• Acting as support function for other operational dept. (Trading, Execution, Finance) regarding management of contracts
• Maintaining contact with partners whenever required, regarding the management of contracts; ensure the actions to obtain all necessary information & documents for drafting of contracts in the system
• Running statistical reports for analysis of contracts, upon request
• Assist colleagues with a variety of administrative tasks including copying, faxing, filing, taking notes
• Participating of the administration of the ISCC, GMP and certifications:

• Monitor, control, manage and report ISCC and GMP goods/transactions;
• Compliance with ISCC standard, GMP, standard and related quality COFCO policies;
• Ensure traceability and evidence of ISCC, GMP, goods together with complete and correct supporting documentation.
• Respect legal rules and principles of the ISCC and GMP standards;
• No legal risks due to lack, incorrect, incomplete documentation of ISCC/GMP and transactions of goods;

No deficiencies reported by internal/external auditors.

2. Office admin 50 %

• Greet clients and visitors with a positive, helpful attitude, and orient them towards the COFCO employees receiving the visit
• Help maintain workplace security by issuing, checking and collecting badges as necessary and maintaining visitor logs
• Answer phones in a professional manner, screen them and forward / route calls as necessary
• Manage relationship with landlord and other service providers for a good functioning of the office facility
• Manage daily post, directly interact with couriers and ensure confidentiality of post (both inbound and outbound)
• Schedule and plan meetings and appointments upon requests, book and prepare meeting rooms
• Making travel arrangements, by following COFCO travel policy and ensure correct invoicing on cost center, department, etc.
• Keep direct contact with travel agencies for travel arrangements and also for any other specific needs (e.g. visas)
• Prepare T&E report for upper management if case
• Submit requests to upper management for office management needs or other assets requested from employees in relation to company business and policies, observing procurement guidelines (more offers/proposals, assessment criteria etc)
• Monitor level of office supplies and handle shortages, requests orders and supervise deliveries on monthly base that will ensure daily availability
• Create and update records ensuring accuracy and validity of information (time & attendance, badge allocations, employee medical coverage, office & admin expenses, labor medicine and check lists, etc.)
• Coordinate mandatory medical check and annual checking
• Mobile telephony services management
• Liaise with HSE function, authority and other labor protection services for office needs
• Support fleet management (contact leasing companies, request offers, ensure contract signature, scheduling maintenance operations etc)
• Events & visits management upon request
• Resolve office-related malfunctions and respond to requests or issues
• Coordinate part of the on-boarding and leave processes for our new employees / leavers
• Initiate Service Desk for HR purpose (new comers, group addresses, leavers, changes etc)

3. General - permanent

• Ensure compliance with COFCO established policies & procedures
• Maintain trusting relationships with suppliers, customers and colleagues
• Sort and distribute communications (mail, email, verbal) in a timely manner
• Perform any other duties required by manager and situation, related to business needs if case

Requirements:

• Associate’s or bachelor’s degree in related field

• Prior experience as a receptionist/ back office assistant or in another relevant administrative role
• Consistent, professional dress and manner
• Knowledge of “back-office” computer systems (ERP software) is considered as an advantage
• Working knowledge of office equipment
• Thorough understanding of office management procedures

• Attention to detail
• Provide excellent customer service

• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Able to contribute positively as part of a team, helping out with various tasks as required
• Desire to be proactive and create a positive experience for others
• Excellent written and verbal communication skills
• Fluent in English language, native in Hungarian
• Proficiency in MS Office

Building relationships (internally- externally): 

• internally: 
  • with the other members of local organization (Trade team, Execution team, Finance team)
  • offers and gets support to the other member of Administration team in Central Europe
  • with Group departments if case
• externally: company’s business partners (suppliers / clients)

Core Competences:

Location of the role:

• The position is based in COFCO International Hungary headquarters from Budapest.
• Activity 100% fully in the office.