Administration / Reception Assistant

About the role

The Administration / Reception Assistant will be the first point of contact for callers and visitors at GLI’s Ljubljana office. This office‑based role supports daily operations, facilities, and senior leadership travel arrangements while ensuring a professional and welcoming environment.

Key responsibilities

• Answer all incoming calls professionally, provide information, and transfer callers to the appropriate parties.
• Greet visitors, manage security procedures, assign and collect visitor FOBs, and maintain a tidy lobby.
• Coordinate express mail services (FedEx, DHL, UPS), verify shipping labels, and keep delivery records.
• Maintain the employee daily attendance list and conference‑room reservation calendar.
• Assist with clerical duties such as photocopying, faxing, filing, and collating documents.
• Organise travel for senior leadership, including flight and accommodation bookings.
• Handle confidential documentation, notary services, and ensure NDAs and agreements are signed.
• Support facilities and maintenance, health & safety compliance, and purchase office supplies.

Required profile

• Minimum of 2 years experience as a receptionist.
• Senior certificate is required.
• Proficiency in English (oral and written) with excellent communication skills.
• Ability to manage multiple projects, meet deadlines, and maintain high attention to detail.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Knowledge of online shipping programs

What we offer

• 20 days of leave plus public holidays.
• Commute allowance.
• Annual discretionary bonus and anniversary reward bonus.
• Monthly team events and a diverse workplace with 48 nationalities.
• Fresh fruit provided at the office.