Receptionist

**Job Number** 24099870

**Job Category** Administrative

**Location** Mexico Regional Office, Ejercito Nacional No. 350 Suite 4C, Mexico City, MÉX, Mexico VIEW ON MAP

**Schedule** Full-Time

**Located Remotely?** N

**Relocation?** N

**Position Type** Non-Management
**Summary**:
The Mexico Regional Office Receptionist and Admin Support is responsible for managing and maintaining the upkeep of the office while providing a warm and professional welcome to visitors. This individual will be responsible for optimizing office operations, overseeing internal processes, and managing office supplies and equipment.

This position is a shared role with HR. Position is based in the Mexico Regional Office and will require the individual to be physically present in the office. Home Office will be authorized based upon the Office operation.

**Typical Responsibilities**:

- Responsible for supervising the opening the office each day. Ensures the office is in order and ready for business.
- Associate’s Dining Room
- TVs of public spaces
- Printers
- Supervising function of Coffee Machine
- Answers Mexico Office telephone line(s) using appropriate etiquette, provides callers with responses to all types of requests, both routine and those requiring research and follow-up; directs calls to the appropriate person or takes messages. Develops alternative methods to manage requests and address ambiguous issues. Routinely responds back directly to the caller after performing research or follow-up.
- Answers the direct line of the Building Administration (Building Front Desk, Maintenance and Security).
- Welcomes and acknowledges all guests and visitors with friendly verbal greeting, assists and/or directs them with appropriate information. Provides guests/visitors with visitor keys.
- Assists associates with building access and parking spaces.
- Maintains upkeep of receptionist area, kitchen area and all other shared areas in the office.
- Places work orders when maintenance/repairs are needed.
- Receiving and sorting deliveries, couriers, mail, packages, etc.
- Manages the FEDEX account of the Office to schedule the shipment of packages, couriers, mail, etc.
- Orders office supplies for Printer rooms and keeps office supply storage spaces organized.
- Orders kitchen supplies and replenishes supplies throughout the day.
- Orders cleaning supplies and replenishes supplies when needed.
- Assists with planning and organizing in-house or off-site activities, associate relations events, and meetings.
- Provides meeting planning assistance.
- Ordering and receiving of food & beverage
- Meeting set-up, etc.
- Help facilitate Meeting Room reservations and requests when needed.
- Scheduling use of meeting rooms
- Controls the AV equipment required.
- Manage and liaise with Building management:

- Manage and liaise with the Cleaning Company.
- Manage and liaise with Office Vendors.
- Owns and manages Office Distribution Lists.
- CALA Regional Office
- CALA Regional Office (On Site)
- Central Office, Mexico
- Mexico Regional Office Managers of Others
- Special Projects for the Human Resources department, as needed.
- Processes invoices and collaborates with HR with finance related activities.
- Hiring of new associates and First Day Orientation
- Keeps filing updated and in compliance with Internal Controls
- Manages confidential information.
- Other duties as deemed necessary.

**Qualifications**:

- Technical career in business administration or other similar.
- 2 years’ experience as an administrative assistant or related professional area
- Proven experience as an office receptionist or in a similar administrative role.
- Upper Intermediate English required.
- Excellent communication skills, verbal and written.
- Demonstrate an elevated level of professionalism.
- Strong organizational and multitasking abilities.
- Proficient in Microsoft Office Suite and basic knowledge of office equipment.
- Ability to work independently.

**Supervision Received**
- Incumbent receives mínimal supervision.

Follow all company policies and procedures; ensure uniform and personal appearance are clean andprofessional; maintain confidentiality of proprietary information; protect company assets. Report accidents, injuries, and unsafe work conditions to manager. Welcome and acknowledge all guests according to company standards. Speak withothers using clear and professional language; prepare and reviewwritten documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respondappropriately to the concerns of other employees. Ensure adherence to quality expectations and standards. Enter and locatework-related information using computers and/or point of sale systems.

Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as reques