Administrative Specialist

To provide local support for multiple Kofax functions and departments, often first point of contact for external visitors / callers to Kofax and ultimately to ensure the smooth running of the offices in Sweden.
The role will based in our Kista office and provide local administrative support to this office and the Helsingborg office.
The role will be a fixed term contract commencing May 2021 for a duration of 1.5 years.

Key Responsibilities:
Reception
To be the first point of contact for:
all incoming calls/faxes and to redirect calls to the relevant department or person, or take messages.
for visitors to the office, which will include meeting and greeting clients/suppliers/customers; offer and arrange catering, liaise with couriers, etc
To manage the company post, including:
ensuring that all post is collected daily and on time
ensuring that special/recorded delivery items are sent correctly
distributing incoming post to relevant members of staff each morning,
preparing and franking outgoing mail
Procure postal and courier services as and when required


Travel Desk
Book travel arrangements including flights, train tickets, hotels, rental cars etc. for local and international Kofax staff
Coordinate multi-day itineraries and travel arrangements for international staff, liase with their department and act as first point for the visitor
Book travel arrangements for clients and candidates (interview for Kofax)


Office Administration
To ensure the smooth running of the office.
Ordering office stationary and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
Liase with IT on ad hoc issues and day-to-day requests of colleagues
Update email groups, provide office related communications (e.g. parking, changes in office etc)
To arrange meetings and provide hospitality. Liaise with the guests and customers coming to the office to meet Sales teams, meeting & training organization (PS, Demos, ...)
Organize and coordinate internal events, like quarterly events and trainings
Organize and scan travel expenses for VP/Director level managers plus support/guide Field Sales on request


Facility / Site Management
Liase with facility manager, e.g. regarding office lease paperwork, rental of parking spaces etc.
Maintain lists for office keys, sim-cards, parking cards etc.
To be responsible for facilities management including the organization/supervision of office maintenance, repair work and cleaning contractors.
To be responsible for health and safety for the office, and fire evacuation procedures.


Finance
Scanning local invoices, obtain approval and sending to SSC
Archiving of invoices and expense reports
AR collection support on case to case basis
Support Finance team for all overdue invoices and credit issues.
Ensure communication between Finance, Business Processing and Deal Desk to ensure backlog invoices are paid or identify issues with customers.


Sales Administration / Legal
Support Inside Sales / Deal Desk with contract archiving (e.g. when physical copies need to stay in country) & ensure contracts are countersigned and copies sent to customer and stored in Contracts repository, depending on country organisation
PSO: liaise with Deal Desk and PS Director to obtain signed contracts.
Work with Sales, Inside Sales & Deal Desk to support efficient Quote to Cash process (e.g. Deal packs are completed, including DSF and Sales Order Forms during busy periods)
Support required levels of communication with other internal members of Kofax to ensure orders are booked through to invoicing.
Work with deal desk on new processes implemented to develop expertise


Marketing
Support Marketing, e.g. registration desk at client event, if requested


Human Resources
Processing of VISA’s for new employees, renewal for existing employees, cancellation for the ones who leave the Company, VISA’s for guests, etc (These tasks can’t be done remotely), depending on country
Onboard Process for New Employees: Communication to all govt departments, ordering SW/HW Infrastructure, SIM Card, Health Insurance process, Access Keys, Stationery, together with HR



Required Skills:
At least 2 years relevant experience
Good command of written and spoken English
Basic typing skills
Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
Ability to use Office package and Internet applications
Positive can-do mentality
Ability to multi task
Ability to engender trust and confidentiality in the provision of administrative support
High level of accuracy
Strong communication skills
Well-developed time management skills and the ability to prioritize