Candidatul Ideal
- Fluent in English (spoken and written).
- Proficiency with MS Office Suite (Excel, Outlook, Word) and willingness to learn ticketing systems (e.g., JIRA).
- Strong communication and interpersonal skills.
- Professional attitude, appearance, and customer-service orientation.
- Ability to multitask, prioritize, and make sound decisions within the scope of responsibilities
- Excellent organizational and time-management skills.
- Proactive and solution-oriented mindset with attention to detail.
- Previous experience in reception, administration, or facilities is an advantage but not mandatory.
Descrierea jobului
No prior experience is required – just a willingness to learn, a professional attitude, and strong communication skills.
Please note: This is a fully on-site position, as the Front Desk Assistant is required to be present at the reception to welcome visitors and support daily office operations.
Key Responsibilities
Reception & Front Desk Duties
- Welcome and greet visitors in a professional manner.
- Manage visitor registration, issue access cards, and maintain the visitor logbook.
- Answer and redirect phone calls and emails; ensure reception email and Facilities email are monitored throughout the day.
- Keep the front desk and reception area neat, orderly, and sanitized at all times.
- Prepare meeting rooms for internal and external meetings (refreshments, supplies, setup).
- Support protocol arrangements for business visits (lunches, catering, logistics).
- Ensure the reception desk is always attended during working hours.
- Process and manage requests through the internal ticketing system (JIRA).
- Maintain internal trackers for invoices, travel requests, employee terminations, and access cards.
- Register incoming invoices, print, and forward them to Finance department.
- Manage office supplies orders and deliveries, couriers, Bookster logistics (weekly pick-up/drop-off), and other service providers.
- Provide onboarding and offboarding support (H&S documents, welcome kits, access card activation/deactivation).
- Handle employee recognition initiatives (Employee of the Month, Thank You Awards, Customer Focus, Years of Service gifts) and distribute them on a signature basis.
- Support the Facility Manager with building systems, contractors, and security coordination (access rights, cards, CCTV, etc.).
- Arrange domestic and international travel schedules, including hotel bookings and transportation. (inbound and outbound)
- Record all travel requests in the company tracker.
- Support the organization of teambuilding events and internal company activities.
Descrierea companiei
Viking is one of the most important European reseller of workplace products and services.
The Shared Service Center (SSC) in Cluj-Napoca is currently the only Viking subsidiary in Romania. With a focus on financial services (Accounts Payable, Accounts Receivable & General Ledger), Viking SSC also incorporates departments such as Master Data Management, Data Management Services and e-Support.
With an enthusiastic team of around 300 associates, Viking Office Service Center is one of the main players in the SSC/BPO field in Cluj-Napoca.
Our motto is #TogetherFasterStronger so you can be assured that we will welcome you in a friendly, yet professional work environment where you can evolve. To find out more about Viking, visit our website at and check out our social media - Instagram and Facebook.
- 5 Oct. 2025
