Office Assistant

Geolog is an independent and privately owned international oilfield services company with Headquarters in Amsterdam and operations in 40 countries. The Company delivers field based solutions for the improvement of exploration, reservoir evaluation and drilling effectiveness. 

THE POSITION

The Office Assistant is a full time position that coordinates various office support services, including purchasing, staff expenses, facilities management, basic accountancy and personnel/equipment logistics. 

 Responsibilities include, but not limited, to: 

•  Office Supplies: Management of office supplies, including relationship with local suppliers, pricing research and inventory management
•  Expenses: Management of monthly staff expense reports and credit card reporting process
•  Mail: Organizing and sorting incoming and outgoing mail and courier shipping
•  Document Production: Assisting sales and HR teams in preparing and filing documentation for tenders, employment packages, etc
•  Travel: Coordinating travel arrangements and making necessary hotel reservations
•  Phone/Messages: Fielding incoming calls and covering for travelling staff
•  External relations: Coordinating document requests with Notaries and local Chamber of Commerce
•  Logistics Arrangement: Be in contact with customs broker, collect necessary documents for customs clearance and be in contact with transportation in order to get quotations and necessary documents.
•  Accountancy: Collect all payments made by bank transfers and cash. Keep updated the cash & bank books and support the external accountant with necessary documents/invoices. Follow up the tax and social security payments. Etc.  
• Cash Flow Forecast and Tax Planning: prepare quarterly the Cash Flow Forecast and Tax Planning based on Contracts in place and track the non-deductible expenses.
• Material Inventory: to conduct twice per year a physical inventory of all material (assets and spare parts/consumables) and make a reconciliation with the internal software utilized track the material movements.

•  Fluent in English
•  Minimum three years administrative experience
•  Able to process for basic accountancy issues like payments, record keeping, supporting documents etc.
•  Able to handle personnel and equipment logistics and customs process
•  Highly organized with ability to coordinate and prioritize multiple tasks
•  Demonstrated written and oral communication skills. Fluent in English
•  Proficiency with Microsoft Office software, including Word & Excel processing skills
•  Ability and willingness to work cooperatively with others
•  High degree of discretion dealing with confidential information