Office Administrator

The Office Administrator - Contract (12 months) will attend to the needs of the internal clients (Members of the Office) in everything related to the service areas (back-office) is part of the responsibility of this Manager. Although the role-holder is not directly responsible for the operation of the following functional areas, they will interact with them to achieve a better coordination of administrative support in general to all members of the office. These functional areas include: Finance, Technology and Systems, Business Development and Marketing, Human Resources, Corporate Social Responsibility, and Compliance.

**Main responsabilities**:
General:

- Work jointly with the Operations Director and the Administration Director, both within the Operations team, to coordinate and execute the actions, policies, and procedures of the area; Internal service areas are in charge of their respective schedules, i.e.:
i.Reception
ii.Customer Service Area (meeting rooms, waiting room, kitchenette).
iii.Document and Client File Archive
iv. Courier and Correspondence
v.General maintenance of office and machinery, and equipment facilities
vi.General office cleaning
vii.Internal security (access control)
- Responsible for supervising, coordinating, and directing the activities of the staff of the Operations team in each of the service areas in charge, as well as evaluating their performance and providing the necessary feedback in each case
- Establish the guidelines that the personnel of each area must follow to carry out their duties in accordance with the Firm's policies and procedures
- Ensure that the service areas under his responsibility provide an excellent level of attention and service, in a timely manner and without interruptions
- Ensure that the staff of the area appropriately conducts itself before clients, visitors and other members of the office, taking special care of the etiquette in personalized service, via telephone or any other means of communication; guiding the staff on an ongoing basis to manage the highest standards of customer service
- Receive any complaints, comments, or suggestions regarding the operation of the service areas under their responsibility; attend to faults and resolve them in a timely and efficient manner, keeping a logbook to record incidents and their corresponding follow-up
- Ensure that the area's personnel do not disclose personal information to third parties about the members of the office
- Ensure that the area's personnel receive adequate training and instruction to perform their duties
- Ensure that the area and its personnel display an excellent image and appearance
- Provide the necessary tools to the area's personnel to adequately perform their duties
- Directs the performance of area personnel so that they conduct themselves appropriately before clients, visitors and other members of the office
- He is responsible for implementing the assignment of workplaces that have been determined based on the Firm's policies and procedures and by the corresponding administrative bodies; he is also responsible for the assignment of parking spaces
- Establishes the guidelines that the area's personnel must follow to carry out their duties per the Firm's policies and procedures
- In some cases, may act as legal representative (upon recommendation of the Compliance area), before third parties for acts of administration related to the operational activity, not without prior authorization from the Director of Operations
- Responsible for providing the necessary support so that the partner meetings required by the Local Managing Partner are carried out orderly and promptly
- Responsible for organizing general office events (Christmas party, year-end lunches, summer get-togethers)

Attend to clients and visitors (Reception and Customer Service Areas):

- Oversee that the area controls are carried out: registration of calls and messages, sending and receiving courier packages and correspondence, receipt of summons and notifications; audit these processes monthly
- Ensure that the meeting rooms are in perfect condition and have the appropriate infrastructure to serve clients and visitors
- Establish mechanisms to keep a logbook, through the area's personnel, that allow members of the office to reserve the use of meeting rooms and request the services required by clients and visitors during their stay in the office
- Frequently inspect the order, cleanliness, and appearance of the reception and meeting rooms to ensure that they are maintained in perfect condition
- Ensure that the switchboard equipment is working properly, and in case of failures, report them immediately to the Systems area
- Oversee the proper recording of incoming and outgoing documentation using logbooks, as well as the delivery to the final recipient within the office
- Establish mechanisms for external suppliers to register and fully identify themselves when using the office's internal facilities
- Supervises that