Job Category: Office Assistant

Job Type: Full time

Experience: not required

Photo required: Yes

Cover letter: Yes

Gross Wage: 600 EURO

Closing Date: 15-10-2025

Vendodhja: Tirane, Albania

Description

Job Description – Office Assistant

The Office Assistant will support the daily operations, primarily assisting in coordinating communication with Albanian companies, maintaining candidate records, preparing documents, and ensuring smooth workflow in the process of obtaining and managing job contracts. The role requires strong organizational, communication, and multitasking skills with attention to detail.

Duties

Key Roles & Responsibilities

1.⁠ ⁠Administrative Support

• Handle day-to-day office tasks such as filing, typing, data entry, photocopying, and scanning.
• Maintain and update candidate databases and job order records.
• Organize and store documents related to contracts, agreements, and company communications.
• Manage schedules, appointments, and meeting arrangements for senior staff.

2.⁠ ⁠Communication & Coordination

• Draft, proofread, and send official emails to Albanian companies regarding job contracts and recruitment needs.
• Serve as the first point of contact for calls, messages, and walk-in inquiries.
• Coordinate between candidates, recruiters, and employers to ensure timely information flow.
• Translate or support in preparing bilingual (English/Albanian) communication if required.

3.⁠ ⁠Recruitment Process Support

• Ensure candidate files are complete and properly formatted before sharing with companies.
• Help in shortlisting candidates based on company requirements.
• Schedule interviews between Albanian employers and candidates.

4.⁠ ⁠Contract & Compliance Assistance

• Prepare draft agreements, proposals, and supporting documents for job contracts.
• Maintain compliance records, including visa, work permit, and residence card paperwork.
• Track deadlines and ensure timely renewal of contracts and official documents.

5.⁠ ⁠Reporting & Documentation

• Prepare daily/weekly reports on job orders, company communications, and candidate progress.
• Update management on pending contracts, open vacancies, and employer requirements.
• Maintain a record of signed contracts and follow up on pending agreements.

6.⁠ ⁠Office Operations

• Support the director and recruitment officers in day-to-day operational tasks.
• Handle petty cash, office supplies, and basic bookkeeping when required.
• Ensure the office environment is organized and professional for client meetings.

Qualifications

• ⁠Bachelor’s degree (Business Administration, HR, or related field preferred).
• Strong communication skills in English & Albanian (written and spoken).
• Good computer skills (MS Office, email, spreadsheets, document preparation).
• Ability to multitask and prioritize tasks effectively.
• Basic knowledge of recruitment, HR, or international workforce mobility is a plus.

Notes

To apply for this position, send your CV to the company/organization by email:bdo@diamantphoenixedu.com