Front Desk Assistant

1 week ago

ClujNapoca, Cluj, Romania Viking Europe Full time 104,000 - 130,878 per year

We are looking for a Front Desk Assistant to join our team

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.

Ideal candidate should have

  • Good communication skills
  • Fluent in English
  • Ability to multitask
  • Ability to work under pressure
  • Professional attitude and appearance
  • Effective organization and time-management skills

Key responsibilities

  • Welcomes and greets visitors
  • Gives information to callers and visitors
  • Maintains a friendly, and courteous demeanour at all times
  • Distributes inbounds correspondence to the relevant recipients
  • Answers the telephone and gives information to the callers, directs calls to the appropriate person
  • Records visitors information in the company's guest book or internal database and directing them to their designated rooms
  • Maintains relations with different suppliers: e.g. couriers, teambuilding locations, transportation services etc.
  • Arranges travel schedules and reserves hotel accommodation and travel tickets
  • Follows-up with internal clients, shows and providers a can-do attitude for solving problems
  • Arranges teambuilding events for the local teams
  • Makes various online payments
  • Manages office supplies (stationery etc.)
  • Helps the Facility Manager with checking the security related systems (cards, cameras, access rights)
  • Maintains the "defect tracking" file for building related issues and follows up on solving them with the necessary contractors
  • Follows the building systems and customer requests and communicates the problems to the Facility Manager
  • Ensures administrative support on demand
  • Solves administration tickets requested by internal clients
  • Respects the business casual dress code
  • Keeps the front desk neat, orderly, and sanitized
  • Adheres to the working schedule and make sure the reception area is not unattended.

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.

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