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Office and Facilities Coordinator
2 months ago
The Office and Facilities Coordinator plays a vital role in overseeing general reception duties, managing facilities operations, organizing corporate travel arrangements, and ensuring the maintenance and well-being of the office environment at ESET, LLC.
Position OverviewKey Responsibilities
Reception Duties
- Manage incoming national and international calls, providing assistance and direction as needed.
- Welcome and assist visitors and suppliers to the office.
- Handle incoming correspondence and ensure proper distribution.
- Oversee the company’s transportation and messaging services, including processing payment orders.
- Maintain inventory of office supplies, grocery items, and cleaning products, placing orders as necessary.
- Coordinate fruit deliveries for employee benefits and monitor stock levels.
- Record biometric access data for employee entry into the building.
- Organize national and international travel in line with corporate policies, including flights, accommodations, and insurance.
- Identify and evaluate potential suppliers, analyzing proposals for cost-saving opportunities.
- Oversee maintenance tasks, including repairs and facility upkeep.
- Serve as a point of contact for employees regarding office cleanliness and organization, promoting adherence to shared space guidelines.
- Generate purchase orders as required.
- Implement wellness programs and benefits for ESET employees.
- Procure gifts for special occasions, including holidays and employee birthdays.
- Assist with health and safety tasks, including fire extinguisher maintenance and compliance documentation.
- Support training initiatives by managing course inquiries and registrations.
- Coordinate office meetings and smaller internal events.
- Assist the sales team with event follow-ups and resource tracking.
- Support marketing efforts within the office environment.
- Facilitate HR functions by managing meeting room schedules and organizing team events.
- Handle office-related financial transactions, including payments and supplier invoices.
- Maintain communication with external accounting services to ensure accurate documentation.
- Assist in VAT claims related to company activities.
Education
- Ongoing tertiary or university education in a relevant field is preferred.
- A minimum of one year in receptionist or facilities roles is required.
- Experience in supplier management and negotiation is a plus.
- Proficient in Microsoft Office Suite and Outlook (excluding Excel).
- Intermediate language skills are necessary.
- Demonstrates proactivity, organization, and a methodical approach.
- Exhibits a strong customer service orientation.
- Possesses excellent communication abilities.
Position ID: JR-04920
LocationMexico City
Employment TypeFull-time
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