Office Assistant

hace 4 semanas

Ciudad de México, Ciudad de México ESET DACH A tiempo completo

Job Title: Office, Facilities and General Assistant

Job Summary:

The Office, Facilities and General Assistant is responsible for managing general receptionist tasks, facilities management, and corporate travel arrangements. This role also involves monitoring office maintenance and wellness, providing support for minor activities in the different areas of the Mexico office.

Responsibilities and Duties:

Receptionist Tasks:

  • To receive, attend, refer, and make national and international phone calls.
  • To receive suppliers and visits in general.
  • To receive correspondence and forward it.
  • To manage the Company's transfer and messaging services. To manage the payment orders for these services.
  • To control the stock of office, supermarket, and cleaning products, placing orders and replenishing supplies.
  • To handle the fruit orders, as a benefit for employees, and check the stocks.
  • To take the fingerprint records for the biometric access system to enter the building.
  • Travels: manage national and international trips in accordance with corporate procedures, including flights, hotels, travelers insurance, transfers, and any other necessary tasks.

Facilities:

  • To search for new suppliers. Analyze supplier proposal scopes, find opportunities for improvement and savings.
  • To manage maintenance tasks (breakdowns, bathrooms, among others).
  • To act as a reference for employees to keep their offices neat and tidy. To periodically communicate what needs to be done, and raise awareness on the importance of the rules of coexistence.
  • PO Generator

Wellness:

  • Execution of wellness tasks for ESET employees (execution and activation of benefits).
  • Purchase of gifts for special dates, such as Mother's Day, Father's Day, Children's Day, birthdays, and order of cakes, end-of-year gifts, and Christmas boxes.
  • Support in Hygiene, Safety, and Environment tasks. Refilling of fire extinguishers, documentation required by the Municipality, and inspections. Evacuation drill, signage, and lighting.
  • Support and execution of training tasks. Course inquiries, payment, and follow-up of registrations.
  • Coordination of meetings in the office, as well as smaller internal events of the Company.

Assistant:

  • Support to the sales area in follow-up activities for events with distribution channels, keep in track the dates and resource needed, as well as assigning leads to the sales teams generated by Eloqua.
  • Support to the marketing area, in the activities carried out in the facilities of the Mexico office.
  • Support to HR area. Manage the use and scheduling of meeting rooms, organize the QBR's of the Mexico team. Organize monthly birthday meetings, ensuring in both cases the necessary supplies for the meetings.
  • Manage office payments (services, purchases, payments to suppliers, treasury, taxes, and rents)
  • Maintain contact with the third-party accounting office that provides services to ESET to send the company's documentation to be accounted for according to the established criteria.
  • Support in the follow-up of activities that allow the claiming of VAT derived from the activities of the company.

Requirements:

Education:

  • Tertiary or university studies in progress in any career related to the company. (Desirable)

Experience:

  • At least 1 year experience in receptionist or Facilities positions
  • Experience with suppliers, negotiation, and follow-up (Excluded)

Knowledge:

  • Use of Office Package and Microsoft Outlook. (excluding Excel)

Language:

  • Intermediate level

Personal Characteristics:

  • Proactive, organized, and methodical person.
  • Internal customer service vocation

Communication:

  • Very good communication skills.

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