Office Assistant

hace 3 semanas

Ciudad de México Medpace, Inc. A tiempo completo

Job Summary:
Our corporate activities are growing rapidly, and we are currently seeking a full-time, Office Assistant to join our Facilities team in Mexico City. This position will work in a team to accomplish tasks and projects that are instrumental to the company’s success. If you want an exciting career where you use your previous expertise and can develop and grow your career in Facilities even further, then this is the opportunity for you.

Responsibilities:

- Under general supervision, provides support for local office administration;
- Working from the office reception desk, meet and greet clients, vendors and staff, answer main office phone and transfer calls, distribute accurate messages, coordinate incoming and outgoing courier and mail services;
- Update and maintain databases such as mailing lists, contact lists and client information;
- Assist in the coordination and organisation of meetings, events and appointments;
- Monitor and maintain office supplies;
- Use internal facilities management software to manage planned and reactive maintenance tasks;
- Under direction of the Finance function, may support local invoice flow; responsible for receiving and managing all the coming invoices using internal finance/invoice management systems;
- Coordinate administrative services including mail distribution, shipping and receiving, supply inventory, and front-line office support including reception;
- Coordinate administration of building property, apartments, and company vehicles;
- Submit office expense invoices within allocated budget, escalating approval when necessary;
- Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds, value for money and consistently high standards;
- Under supervision, responsible for coordination of all health and safety procedures for a local office;
- Under direction of IT function coordinate management of office telephony needs, including mobile phones and printing services;
- Work closely with Office Services Coordinator and Regional Facilities Manager to provide reporting and information for country budget planning for facilities-related costs;
- Develop understanding of appropriate Standard Operating Procedures (SOPs) and policies;
- Assist Office Services Coordinator and Regional Facilities Manager in property projects such as relocation, lease renewal and internal office moves and fit outs;
- May be responsible for other projects and responsibilities as assigned.

Qualifications:

- High School Diploma and good experience in administrative services/office management;
- Basic knowledge of office management, Health and Safety, Risk Assessments and emergency procedures required;
- Knowledge of MS Word, Excel, and PowerPoint;
- Fluency in English;
- Strong communication skills (both written and verbal); and
- Excellent organizational and prioritization skills with a high attention to detail.

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