Procurement Operations Office Admin
hace 6 meses
HBX Group is the world’s leading technology partner, connecting and empowering the world of travel. We’re game-changers, disruptors, the people who bring together local and global brands in accommodation, transport, activities and payments through our network of 300,000 hotels worldwide, 60,000 hard to reach high value clients such as tour operators, travel agents and loyalty schemes across 140 source markets. We are tech-driven, with a customer-first philosophy, and commercial teams whose knowledge and relationships on the ground are second to none. And of course we have an amazing team Our people, Team HBX Group, are the beating heart of the company who we encourage to ‘move fast, dream big and make the difference’ every day. In fact, we believe that it is tech + data + people that truly sets us apart in the market, alongside our ‘global approach, local touch’ mentality. We’re headquartered in Palma, Mallorca and employ around 3,500 people worldwide.
JOB DESCRIPTION:
Central Services Office Manager/Administrator organizes and coordinates administration duties, office procedures and supplies, health and safety, office access and security, and oversight of repairs and maintenance.
Ultimately, the role of the Office Manager/Administrator is to ensure the smooth running of the office and help to improve the company procedures and sustain day-to-day operations.
RESPONSIBILITIES
Office Administration & Reception:
- Oversee the day-to-day activities of the office and serve as the main point of contact for all office-related inquiries.
- Providing excellent reception services to visitors and employees.
- Maintain office supplies inventory, place orders as necessary, and manage vendor relationships
- Timely and efficient handling of mail correspondence to ensure prompt internal distribution and response to our clients, partners and vendors as well as regulatory institutions or other bodies.
Office Maintenance
- Ensuring that the office runs smoothly and handles key activities such as service management, supplies and equipment, maintenance of office and arrangement of repairs as necessary.
- Oversee office cleanliness and management of cleaning staff, find deficiencies, and address them with the cleaning crew. Ensure recycling and trash disposal is done following the landlords’ guidelines.
- Ensure office compliance with Civil protection regulations.
- Maintain communication with the landlord and external contractors, for prompt resolution of building issues affecting staff.
Health & Safety
- Ensure Health and Safety compliance and carry out HBX and Mexican government established H&S protocols with local Cancun office H&S committee. This includes audits followed by action plans, incident reports to head of compliance, record keeping of hazard logs.
- Oversee Safety training: Program and coordinate yearly training for 45 multifunctional Safety Marshals in, Fire, hurricane, first aid, evac. This is followed by bimonthly meetings for updates or changes in the
- organization.
- Lead Communications with the HBX Cancun Management Response team to communicate all office issues to ensure the well-being of staff. (Power outages, elevator malfunctions, AC outages, water outages, risk. etc.)
- Conduct new hire inductions covering safety protocols and access control.
Lease & Cost Management
- Monitor office expenditures, handle all office contracts (rent, service etc.)
- Collaborating with finance for permits and licensing.
The duties also involve collaboration with other departments to support administrative tasks and projects as needed, obtaining cost quotes for improvements, managing project oversight, as well as tracking corporate sustainability for quarterly reports to stakeholders.
**Skills**:
- Fluidity concerning scheduling/workdays and hours.
- Proficient in Spanish and English.
- Interpersonal skills with clear communication and quality writing ability.
- Strong understanding of commercial building structural, mechanical and electrical systems.
- An “eyes on” ability for strong oversight of the facility, personnel and cognizance of local and state regulation.
- Strong understanding of Health and Safety requirements and procedures.
**Experience**:
- Several years of serving in similar office administratin roles.
- Prior involvement in building/office project management.
- Previous experience in oversight and observation of the physical condition of an office environment with emphasis on identifying and resolving problems as they arise.
You will have the opportunity to work for a company that is going through significant change in becoming the world´s leading travel services provider. We are looking for people that are ready to ride the wave in this exciting journey.
As well as an attractive benefits package you will be able to work:
- Within an innovative, engaging and multicultural environment.- Have the opportunity to build strong and lasting business relationships and friendship
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