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Office and Facilities Coordinator
2 months ago
The Office and Facilities Coordinator plays a crucial role in overseeing general reception duties, managing facilities operations, organizing corporate travel arrangements, and ensuring the maintenance and wellness of the office environment. This position provides essential support across various functions within the organization.
Job OverviewKey Responsibilities
Reception Duties
- Handle incoming calls, both national and international, ensuring effective communication.
- Welcome suppliers and visitors, providing a professional first impression.
- Manage correspondence and ensure timely forwarding.
- Oversee transportation and messaging services, including processing payment orders.
- Maintain inventory of office supplies, groceries, and cleaning products, ensuring timely replenishment.
- Coordinate fruit deliveries for employee benefits and monitor stock levels.
- Manage biometric access records for building entry.
- Organize national and international travel in compliance with corporate policies, including flights, accommodations, and insurance.
- Identify and evaluate new suppliers, analyzing proposals for potential improvements and cost savings.
- Oversee maintenance tasks, addressing issues such as repairs and restroom upkeep.
- Encourage employees to maintain a clean and organized workspace, promoting adherence to office standards.
- Generate purchase orders as needed.
- Implement wellness programs and benefits for employees.
- Procure gifts for special occasions, including holidays and birthdays.
- Assist with safety and environmental compliance tasks, including fire extinguisher maintenance and emergency drills.
- Support training initiatives by managing course inquiries and registrations.
- Coordinate office meetings and small internal events.
- Assist the sales team with event follow-ups and resource tracking.
- Support marketing efforts related to office activities.
- Facilitate HR functions by managing meeting room schedules and organizing team events.
- Handle office-related payments, including services and supplier invoices.
- Maintain communication with third-party accounting services to ensure proper documentation management.
- Assist in VAT claim processes related to company activities.
Education
- Ongoing tertiary or university studies in a relevant field (preferred).
- A minimum of 1 year in receptionist or facilities roles.
- Experience in supplier management and negotiation is advantageous.
- Proficient in Office Suite and Microsoft Outlook (excluding Excel).
- Intermediate level of English.
- Proactive, organized, and methodical approach to tasks.
- Strong internal customer service orientation.
- Excellent verbal and written communication abilities.
Office, Facilities and General Assistant
LocationMexico
Employment TypeFull-time
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