Administrative Assistant, Administration

Hexagon’s Asset Lifecycle Intelligence division (Hexagon) is seeking a Senior Administrative Assistant.

Are you looking for an exciting new adventure? Do you want to be part of a global high-tech company? Then we want to hear from you Hexagon is offering best-in-class engineering solutions and is known as one of the best European employers in the software industry. We are an entrepreneurial organization, and every resource supports achieving this.
We are looking for a reliable Receptionist/Office Administrator, who will undertake administrative tasks, ensuring the rest of the staff has adequate support to work efficiently. The ideal candidate will be competent in prioritizing and working under little supervision. They will be self-motivated and trustworthy.

• Coordinate front desk/office activities and operations to secure efficiency and compliance with company policies.
• Act as the point of contact for any issues related to documentation updates.
• Welcome visitors by greeting them, in person or on the telephone; answering or referring inquiries.
• Direct visitors by maintaining employee and department directories; giving instructions.
• Manage phone calls and correspondence (e-mail, letters, packages, etc.).
• Maintain security by following procedures; monitoring logbook; issuing visitor badges.
• Coordinate and manage the meeting rooms, providing refreshments and lunches where required.
• Maintain a safe and clean reception area by complying with procedures, rules, and regulations.
• Manage food, coffee, and other meeting room requirements as needed.
• Support booking travel arrangements and transfers (hotel reservations, taxi, etc.) check with Agency travel.
• Track stocks of office supplies and place orders when necessary.
• Organize courses on safety and medical visits in the workplace.
• Submit timely reports and prepare presentations/proposals as assigned.
• Create and update records and databases with financial and other data.
• Manage company car fleet.
• Manage mobile phone for personnel.
• Support the Finance and Administration department in assigned tasks.

• Proven experience as a receptionist, office administrator, office assistant, or relevant role.
• Outstanding communication and interpersonal abilities in oral and written Italian and English are a must.
• Excellent planning and organizational skills to manage multiple tasks simultaneously and problem-solving.
• Discretion when handling delicate materials.
• High level of accuracy and attention to detail.
• Good time management skills, with the ability to prioritize and meet deadlines.
• Excellent interpersonal skills, with the ability to deal with all levels of staff.
• Ability to work independently and take initiative to complete tasks with minimal oversight.
• Familiarity with office management procedures and basic accounting principles.
• Excellent knowledge of MS Office and office management software (ERP, etc.).
• Qualifications in secretarial studies will be an advantage.
• High school diploma; BSc/BA in office administration or relevant field is preferred.

Hexagon is a global leader in digital reality solutions, combining sensor, software, and autonomous technologies. We are putting data to work to boost efficiency, productivity, quality, and safety across industrial, manufacturing, infrastructure, public sector, and mobility applications.

Hexagon’s Asset Lifecycle Intelligence division helps clients design, construct, and operate more profitable, safe, and sustainable industrial facilities. We empower customers to unlock data, accelerate industrial project modernization and digital maturity, increase productivity, and move the sustainability needle.

Our technologies help produce actionable insights that enable better decision-making and intelligence across the asset lifecycle of industrial projects, leading to improvements in safety, quality, efficiency, and productivity, which contribute to Economic and Environmental Sustainability.

Hexagon (Nasdaq Stockholm: HEXA B) has approximately 25,000 employees in 50 countries and net sales of approximately 5.4bn EUR. Learn more at hexagon.com and follow us @HexagonAB.

At Hexagon, if you can see it, you can do it. Hexagon’s Asset Lifecycle Intelligence division puts their trust in you so that you can bring your ideas to life. We have emerged as one of the most engaged and enabled workplaces. We are committed to creating an environment that is truly supportive by providing the resources you need to fully support your ambitions, no matter who you are or where you are in the world.

At Hexagon, we believe that diverse and inclusive teams are critical to the success of our people and our business. Everyone is welcome—as an inclusive workplace, we do not discriminate. In fact, we embrace differences and are fully committed to creating equal opportunities, an inclusive environment, and fairness for all.

Respect is the cornerstone of how we operate, so speak up and be yourself. You are valued here.