Office Coordinator
hace 5 meses
Job Description
Position Purpose and Description
This position is key to successfully organize the daily administrative operations and travel logistics of a fast-paced office environment, to interact effectively with a diverse group of people onsite and/or remotely, while at the same time performing the administrative coordination and meet the visitors’ needs. The position will mainly support the functions for the Mexico office but will also interact with the Office Manager in Miami and the HR department. This position also exists to manage the office maintenance to meet health and safety standards and Nom035 regulations.
This position requires onsite presence 5 days per week, during office hours (8 am to 5 pm).
Expected Outcomes & Tasks (not limited to):
Office A dministration
Mailroom management, receiving and triaging mail, mail distribution, scanning & electronic filing, liaise with different departments. Responsible for keeping Providers and Clients contracts filing up to date. Support Mexico Legal Representative for all administrative support needs Coordinate Senior Leadership activities and meetings Managing the office floor plan and ensuring staff workstations are set up correctly to minimize risk of injury. Produce and distribute accurate meeting notices, agendas and minutes Handles confidential information for Senior Leadership & HR Coordinate with Finance to ensure vendors invoices and employee expenses are approved in accordance with the company approval process. Coordinate with Operations to pay providers when needed (CC payments) Liaise with HR to reinforce corporate policies Prepare and edit correspondence, communications, presentations, reports and other documentsFacilities Administrator
Building and facilities management (Liaise with vendors on maintenance and service agreement renewals for instance cleaning company, soft phone system extensions inventory, lighting, air conditioning, indoor plants, pest control, fire alarm, printers’ maintenance sign off…) Coordinating with IT on office equipment needs. Assist in coordinating delivery and return of equipment Managing the office floor plan and ensuring staff workstations are set up correctly to minimize risk of injury. Organize company’s events & activities in liaison with Human Resources Coordinating Employee engagement activities including organizing events where applicable. Manage office space needs and requirements in liaison with Leadership & HR Obtain required permits pertaining to facilities management Coordinate with maintenance companies to keep the office clean and safe and ensure its appliances are in good working order Coordinate Health & Safety matters, including appropriate provision of fire wardens and first aiders and follow regulations from Nom035 in reference to health, safety & hygiene in local offices Coordinate space and office organization, purchase and manage supplies Ensure communication equipment is functional (remote meetings scheduling, preparing equipment, conference room equipment…)Visitors & Travel Logistics for LatAm offices (Miami and Mexico)
Space logistics: book meeting rooms and make all necessary arrangements Visitors’ greetings and meetings logistics Support Miami Office Manager to organize meetings and conferences Support Miami Office Manager for travel logistics and events Ensure that travel logistics follow the corporate Travel & Entertainment policy Support Miami Office Manager for after hours travel logistics assistance when required Support Miami Office Manager to liaise about travel logistics with Headquarters when requiredKSA (Knowledge, Skills and Abilities)
Fluent with Microsoft suite of products and adaptable to different tools and technologies suite (Word, PowerPoint, Outlook, Excel, Teams) Principles and application of excellent customer service skills Ability to work independently, organize, prioritize, and multitask Resourcefulness and critical decision-making skills Excellent interpersonal skills and professional written and spoken communication Team oriented, key player in successful running of office’s operationsRequirements and Qualifications:
Bilingual English/Spanish High school or equivalent or post-secondary education Minimum 5 years of experience in similar position High level of confidentiality Excellent verbal and written communication skills Proven experience as an Office Manager, Office Coordinator or Executive Assistant Proficiency in the Microsoft Office A positive and friendly nature coupled with the ability to be assertive when necessary. Must have exceptional attention to detail, strong organizational and time management skills with a proven ability to juggle multiple tasks and work autonomously to meet deadlines. Strong interpersonal skills with a dynamic, vibrant and collaborative style with the ability to manage multiple stakeholders.
We offer you
Global Excel offers more than a position; we offer a professional future with a competitive compensation including base salary, performance bonus and benefits.
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