Administrative Assistant

Provide administrative support to ensure efficient operation / the office runs smoothly and efficiently managing confidential and time sensitive material.

RESPONSIBILITIES

Areas that play to your strengths

All the responsibilities we'll trust you with:

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• OFFICE ADMINISTRATION

  • Cover the reception desk greeting visitors and providing them support.
  • Distribute mail
  • Prepare internal communications about operational aspects of the office
  • General supervision of daily performance of the external services related to the operability of the office: cleaning services, gardening, courier and recycling.
  • Maintain complete stock of all office supplies and accuracy of inventory
  • Coordinate with building vendors to carry out fixes, repairs and improvements in the office.
  • First point contact with the building administration staff for day-to-day activities.
  • Check basic safety procedures according to Safety Plan of the office.

• PURCHASING

  • Order office supplies
  • Maintain updated lists of the preferred suppliers (contact and proposals)
  • First point of contact with vendors to ensure all the administrative paperwork is updated (contracts and supplier registration forms)
  • Research new vendors or deals for specific services according to new requests

• ACCOUNTING

  • Receive, Process & send vendor invoices for approval through the accounting system
  • Coordinate the properly filing of the general accounting documentation.
  • Invoice processing
  • Fixed expense control (telephone, Uber, car wash, and others)

• FLEET

  • Coordination of the appointments for optimal maintenance of the corporate fleet
  • Support on managing services related to the fleet: insurance, panapass, carwash, fuel card and vehicle registration.
  • Support during the sale process of the fleet: evaluation request, vehicle documentation transfer and service deactivation of the sold vehicles.

• TEAM ASSISTANCE

  • Responsible for organizing and scheduling appointments for the team
  • Assistance other staff members in administrative tasks such as filing formats, copying, scanning documents, etc.
  • Assistance on travel arrangements for the staff such as booking flights, cars, transfers and hotel or restaurant reservations and be in charge of the communication with the official travel agency for requests

• INTERNAL MEETINGS AND EVENTS COORDINATOR

  Support departments and staff on the organization of internal meetings and events:

  • Quotations and request of different options for venues
  • Booking and negotiation of the selected venues and hotels/lodging
  • Coordination of food and beverages (catering and/or restaurant reservations)
  • Coordination of transportation
  • Additional services purchases such as branded stationery items, gadgets or accessories
  • Coordinate payments and invoice reception on time to ensure the correct progress and execution of the event/meeting.

EXPERIENCE

Your areas of knowledge and expertise

that matter most for this role:

• 1-3 years of experience in administrative assistance positions.
• Strong coordination and organization skills with attention to detail.
• Experience dealing and communicating with senior managers
• Ability to focus on many tasks and requests at the same time.
• Ability to use judgment, initiative, and common sense to solve problems and find solutions.
• Ability to deal with sensitive and confidential information in a discreet and professional manner.
• Ability to meet established deadlines and work within established processes.
• Ability with numerical data and spreadsheets.
• Demonstrates good IT skills with Microsoft Office package.