Receptionist and Office admin (1 year contract)

Axway; United States; Hybrid; USD 16,000 - 24,000; Full time

Benefits offered by this job

Health coverage

Retirement plans

Paid time off

Flexible work

Career development

Competitive pay

Global culture perks

Job summary

Axway is hiring a Receptionist to be the first point of contact for visitors, clients, partners, and suppliers. The role supports daily operations across offices in a hybrid setup, with four days in the office weekly.

You will manage reception, messages, scheduling, and coordination of meetings and events. The ideal candidate has front-desk experience, a university diploma, and strong MS Office skills, with English (advanced) and French as a plus.

Qualifications

• Verbal and written communication skills (English advanced, French is a plus).
• Customer service orientation and attention to details.
• Excellent time management skills and ability to multi-task and prioritize work.
• Strong organizational and planning skills in a fast-paced environment.
• Flexible and able to think outside the box.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Communication skills to exchange straightforward information.
• Strong organizational skills with an inquisitive mindset.

Responsibilities

• Welcome and assist visitors, clients, partners, suppliers on the phone or face-to-face and notify team members of guest arrival, take and relay messages.
• Oversee staff movements, in and out of the headquarters, monitor visitor access and maintain security awareness.
• Track and sort incoming and outgoing packages, mail. Arrange messenger service as needed. Arrange hospitality services for guests such as transportation, tickets, reservations, etc.
• Handle all type of data on employee documents and certificates.
• Schedule and prepare meeting and conference rooms. This includes room setup, placing catering orders, and securing technological equipment.
• Request building and housekeeping services as needed.
• Assist with any ad-hoc request related to office administration.
• Monitor the stock of consumables and office equipment, anticipating needs.
• Organize conference and meeting room bookings- booking Video Conference and Meeting Rooms and ordering suitable morning/afternoon snacks and lunch when necessary.
• Maintain in contact with various services providers.
• Order, in a timely manner, products for the different type of celebration kits, branded products for job fairs, other events.
• Oversee activity for French classes training (help the teacher with organization, updating group components, schedules);
• Acquire vouchers for different events and celebrations, then send invoice to the correct department;
• Updating internal communication channels (TV screens displayed in headquarter);
• Send monthly e-mails to colleagues celebrating lenght of service in the company.

Skills

Verbal and written communication

Customer service

Time management

Multi-tasking

Organization

Planning

Flexible thinking

Proactive problem-solving

Clear communication

Education

University diploma generally required

Tools

Microsoft Office

Job description

Overview

This is more than a job. It's a chance to build, grow, and make a real impact! Join our team as our new Receptionist to serve as the initial point of contact for our visitors, clients, partners, and suppliers. This role is pivotal in ensuring smooth daily operations and providing exceptional administrative assistance across various functions.

Location: Axway Romania, Bucharest, Calea Serban Voda, no.133, 4th District

Employees work in a hybrid mode 4 days per week in the office

Responsibilities

• Welcome and assist visitors, clients, partners, suppliers on the phone or face-to-face and notify team members of guest arrival, take and relay messages;
• Oversee staff movements, in and out of the headquarters, monitor visitor access and maintain security awareness;
• Track and sort incoming and outgoing packages, mail. Arrange messenger service as needed. Arrange hospitality services for guests such as transportation, tickets, reservations, etc.
• Handle all type of data on employee documents and certificates;
• Schedule and prepare meeting and conference rooms. This includes room setup, placing catering orders, and securing technological equipment.
• Request building and housekeeping services as needed;
• Assist with any ad-hoc request related to office administration;
• Monitor the stock of consumables and office equipment, anticipating needs;
• Organize conference and meeting room bookings- booking Video Conference and Meeting Rooms and ordering suitable morning/afternoon snacks and lunch when necessary;
• Maintain in contact with various services providers;
• Order, in a timely manner, products for the different type of celebration kits, branded products for job fairs, other events;
• Oversee activity for French classes training (help the teacher with organization, updating group components, schedules);
• Acquire vouchers for different events and celebrations, then send invoice to the correct department;
• Updating internal communication channels (TV screens displayed in headquarter);
• Send monthly e-mails to colleagues celebrating lenght of service in the company;

Qualifications

• Verbal and written communication skills (English advanced, French is a plus);
• Customer service orientation and attention to details;
• Excellent time management skills and ability to multi-task and prioritize work;
• Strong organizational and planning skills in a fast-paced environment;
• Flexible and able to think outside the box;
• Ability to be resourceful and proactive in dealing with issues that may arise;
• Communication skills to exchange straightforward information;
• Strong organizational skills with an inquisitive mindset;

Education and experience

• Previous front- desk experience;
• University diploma generally required;
• Knowledge of administrative and clerical procedures;
• Microsoft Office knowledge;
• Knowledge of customer service best practices;

Company Overview

Axway has been shaping the future of enterprise integration for over 25 years. We are recognized as global industry leaders, helping organizations drive digital transformation with secure, mission-critical software that powers impactful business outcomes.

As part of 74Software, we're backed by a group of leading software companies delivering mission-critical solutions worldwide. Our focus is on delivering long-term value, leveraging cutting-edge technology, and fostering strong client partnerships. Join us and be part of a collaborative, forward-thinking team shaping the future of enterprise integration solutions.

Why Axway?

At Axway, we believe we're better together. We celebrate diverse perspectives and experiences, knowing our people are our greatest strength. Join us and be part of a team where you can thrive, grow, and make an impact.

We offer benefits that support your health, growth, and lifestyle, so you can thrive at work and beyond, including health coverage, retirement plans, paid time off, flexible work, career development, competitive pay, and global culture perks.

• health coverage
• retirement plans
• paid time off
• flexible work
• career development
• competitive pay
• global culture perks

Equal Opportunity Employer

We are committed to providing equal opportunities and ensuring a fair and inclusive recruitment process. We do not discriminate on the basis of age, disability, gender, sexual orientation, race, religion, or any other protected characteristic.