Job Responsibilities

As an administrator in the reception at the education office, you play a very important role in creating a welcoming atmosphere and a professional reception for visitors and employees. The role involves varied tasks and we are looking for someone who enjoys taking a lot of personal responsibility and finds customer service and meeting new people energizing and really fun!

Your main task is to manage the daily reception and administrative work. This means welcoming and guiding visitors, answering calls and emails, as well as performing administrative tasks such as ordering office supplies, invoice administration, coding, and record-keeping. You will also work with the release and confidentiality assessments of public documents. Furthermore, the role includes planning and coordinating conferences and meetings, as well as supporting travel, venue, and catering bookings.

Additionally, you will support the office in matters related to the office environment and simpler IT issues. You actively work to ensure that our premises are in good condition by making fault reports, maintaining contact with the landlord and property manager, and administering systems for locks, alarms, and fire safety. You are also responsible for building inspections, checklists, and routines related to our premises. This part of the job includes lifting and receiving goods, such as receiving and moving furniture and IT equipment, as well as other tasks related to our office premises.

Evening work may occur.

Qualifications

Requirements:

High school diploma
At least 2 years of documented experience in similar administrative work
Previous experience in invoice management and coding
Good digital skills and the ability to quickly learn new programs and systems
Good knowledge of Swedish in speech and writing.

Desirable:

Post-secondary administrative education or education deemed equivalent by the employer
Experience working in public administration
Experience working in a reception or customer service
Experience having overall responsibility for the office environment
Experience in registering and handling public documents
Some hardware and software competence with experience in solving common IT issues in an office environment.

Our reception welcomes visitors from various language backgrounds. If you have knowledge of languages other than Swedish, it is an advantage.

We are looking for someone who enjoys being the first point of contact for visitors and employees, and who is driven to provide good service and find smart solutions. With a sharp overall perspective and strong initiative, you see new opportunities to improve daily work and create a well-functioning and pleasant office environment. Through good planning and smart prioritization, you manage the role's tasks and contact points, and meet both small and large challenges with calm and stability. You communicate clearly and effectively and contribute to good collaborations internally and externally.

About the Workplace

The Gymnasial and Adult Education Administration is one of three school administrations in Malmö City. We are responsible for the development and implementation of upper secondary school and adult education. Today we have approximately 1600 employees and we are located throughout Malmö. We work to ensure that young people and adults achieve their educational goals and become active in our society. We exist to create the best possible conditions for the residents of Malmö to grow through lifelong learning.

The operations of Malmö City are organized into 14 administrations. Our common mission is to create welfare and sustainable community development. Together with the residents of Malmö, we are developing an even better city to live, work, and be in; differences, life experiences, and talents make Malmö a smart city in the heart of Europe. The world's knowledge is here.

Read about Malmö City as an employer here malmo.se/jobb (http://malmo.se/jobb)

Job Information

Employment type: Permanent position
Scope: Full-time
Number of positions: 1
Start date: As soon as possible, by agreement

Other

Please note that we in Malmö City have removed the personal letter from the application process and replaced it with selection questions, this for a more inclusive recruitment process and an efficient candidate experience for you applying for a job with us. Your answers will be an important part of our selection work.

Malmö City strives for employees to represent the diversity that exists in our city. We therefore welcome applicants who can contribute to us as an employer meeting the needs of Malmö residents.