Administrative Assistant

hace 2 semanas

Ciudad de México CDMX Ware Malcomb A tiempo completo

**Administrative Assistant Responsibilities**:

- Answer main line phone
- Help with opening pursuits/new projects and assist with billing/invoice
- Assist with expenses for Principal
- Assist in maintaining office appearance
- Maintain conference room calendar and assist with booking conference rooms and equipment for meetings
- Responsible for organizing lunch meetings, including set-up and clean-up
- Responsible for general office organization and tidiness, including pantry, conference and library area
- Sort, distribute, and prepare daily in/out going mail and FedEx
- Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
- Responsible for ensuring that office supplies are well stocked, and places orders as needed
- Assist and coordinate new hires (offer letters, HR, equipment setup and prepping workstation)
- Acts as a liaison for the office with Property Manager, Reprographics Company, Utility company, cleaning service
- Responsible for organizing office events (internal & external)
- Learn office systems such as Vision, Deltek, and future CRM
- Provide support to the Project Accounting team with miscellaneous tasks

**Administrative Assistant Qualifications**:

- Excellent verbal and written communication skills in English and Spanish are essential, Portuguese preferred
- Ability to work under pressure and maintain composure
- Ability to handle multiple tasks at one time
- Ability to interface courteously and efficiently with staff/visitors
- Strong computer skills, including Microsoft Office programs and Internet skills

**Please submit resumes in English.
- Established in 1972, Ware Malcomb is a contemporary and expanding full service design firm providing professional architecture, planning, interior design, civil engineering, branding and building measurement services to corporate, commercial/residential developer and public/institutional clients throughout the world._
- With office locations throughout the United States, Canada, Mexico and Brazil, the firm specializes in the design of office, industrial, science & technology, healthcare, multifamily, retail, and public/institutional projects._

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