Front Office Administrator

It’s never been a more exciting time to join Vistra.  

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction. 

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that.  

Key Responsibilities:

Incoming & Outgoing Mail Processing

• Ensure proper distribution of incoming mail and preparation of outgoing correspondence.
• Coordinate with internal departments regarding document deliveries and dispatches.
• Arrange and monitor courier services within the Czech Republic and internationally.
• Track and confirm document deliveries by courier.
• Upon receipt of couriered documents, scan and archive them in accordance with internal procedures.

Attendance & Language Training

• Maintain employee attendance records in the calendar and timesheet system.
• Coordinate language training for employees.
• Communicate with language schools regarding course schedules and attendance.
• Handle administrative tasks related to employee language courses.

Payroll and Accounting Administration

• Prepare payment details for the external payroll accountant.
• Ensure the accuracy and completeness of attendance data required for payroll processing.
• Prepare documents for the accounting department and manage the office cash register.
• Administer employee registration and updates in the internal Multisport system.
• Address employee inquiries related to Multisport cards.

Data Mailbox Administration

• Monitor and manage clients’ and Vistra’s data mailboxes (approx. 50 mailboxes) on behalf of clients.
• Review, briefly translate, and forward messages to clients or relevant internal departments (Accounting, Payroll, MCS).

Recruitment Support

• Post job advertisements on job boards and assist in candidate sourcing.
• Screen candidates based on their resumes and qualifications.
• Coordinate and schedule interviews with selected candidates.
• Encode and activate chip cards in the Skyla system.
• Set up building and office access cards for new employees.

Facility & Office Supplies Management

• Communicate with contractors and service providers.
• Order and manage office supplies.
• Oversee office printers, including arranging repairs when necessary.
• Manage mobile and landline services for employees (activation, changes, and cancellations).
• Coordinate the purchase of new phones and resolve technical issues with the operator.
• Use O2’s online portal for ordering, invoicing, and managing data tariffs and roaming.

Registered Address Management

• Review new registered addresses and forward incoming correspondence as needed.
• Arrange for new company signage at registered offices.

Archiving, Health & Safety, and Cash Inventory

• Support document storage and archiving processes.
• Assist with health and safety (BOZP) and fire protection (PO) documentation.
• Perform periodic cash inventory checks.

Treasury for Clients / Daily Banking and Payment Tasks

• Manage incoming invoices and forward them to the accounting department for processing.
• Ensure correct re-invoicing where applicable.
• Download daily bank statements and process them in the internal system.
• Upload outgoing payment orders to the bank.
• Monitor and verify incoming client payments and account transactions for accuracy.
• Support month-end closing activities related to banking transactions.

Invoicing and Dunning Process

• Distribute monthly invoices for the Czech Republic and Slovakia in accordance with internal processes and client requirements (transitioning to Helios).
• Send reminders to clients for overdue payments (planned via Helios).
• Regularly confirm client contact details for invoice distribution (in cooperation with Marika).
• Prepare recharges (courier, notary, translation) in coordination with Marika.
• Prepare client timesheets.

If you would like to join an exciting and vibrant organisation, where you will work closely with other talented people, be supported in your professional development, and share our passion and our values, please apply.