Office Support Assistant

vor 2 Wochen

Wien, Wien, Österreich Trayport Vollzeit
Are you looking for a role that will allow you to gain experience in a professional environment? Or maybe begin your career across HR, Community or Office Support? Perhaps you're looking for a company that has won awards for places to work, engagement strategies and the work we've done on community? Trayport is looking for an Office Support Assistant for a 1 year FTC to keep our Vienna office a great place to be

The Role

The Office Support Assistant is fundamental to the efficient daily running of the office. It's also a key role in helping to make Trayport a great place to work.

Working as part of the People team, this is a hybrid role that includes Office Management, HR support and Community engagement requiring someone who can prioritise and manage multiple things at once.


Office Administration:

  • Answering all incoming calls and escalating to the relevant individual
  • First point of contact for all visitors (internal and external)
  • Welcoming at front desk
  • Office Tour
  • Introductions to relevant people
  • Access pass set up (if applicable)
  • Timely communications on chat channels of guests and visitors
  • Ensure office is fit for purpose and well equipped (meeting rooms, kitchen, stationary room, stock management)
  • Arranging couriers, taxis, food orders
  • First point of contact for Vienna employees needing to travel for business (booking portal support, expense policy and procedure)
  • Open post on a daily basis and escalate to the relevant stakeholders
  • Documentation and budgets kept up to date (billing/invoice records, supplier agreements/contracts, insurance admin, company cars )
  • Manage all issues and complaints from staff regarding facilities and escalate in a timely manner
  • Proactively suggest and implement ways we can improve the office environment and functionality
  • Supporting the HR Manager on administrative requests
HR & Trayport Community- Coordinate company community events and celebrations (socials, functions, birthdays, farewells, News and Views)- Coordinating the Vienna office community calendar - public holidays, location specific celebrations, monthly massages- Ensuring smooth onboarding process for all new joiners (induction set up, access to the office, lockers & equipment, welcome messages, relevant community group chats)- Ensure positive leavers process - equipment return, farewell cards- Supporting the Benefits Team with benefit related admin - Travel tickets, lunch vouchers

You- Office presence 5 days per week- Core hours under flextime company agreement 08:00 - 15:00- Fluent German and English (B2- Level or higher)- Proactive in owning tasks and making improvements- Excellent communication with stakeholders (HR Manager, Vienna Management Team, wider people team, employees, visitors)- Prioritization of tasks & ability to manage own time- Professionalism


Trayport is committed to creating and sustaining a collegial work environment in which all individuals are treated with dignity and respect and one which reflects the diversity of the community in which we operate.

We provide accommodations for applicants and employees who require it.

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