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Office and Facilities Coordinator
2 months ago
The Office and Facilities Coordinator plays a vital role in overseeing reception duties, managing facility operations, organizing corporate travel, and ensuring the upkeep of the office environment. This position provides essential support for various activities within the Mexico office.
Job OverviewKey Responsibilities
Reception Duties
- Handle incoming national and international calls, directing them appropriately.
- Welcome suppliers and visitors, ensuring a professional atmosphere.
- Manage incoming correspondence and ensure timely distribution.
- Oversee the company's transportation and messaging services, including processing payment orders.
- Maintain inventory of office supplies, groceries, and cleaning products, placing orders as necessary.
- Coordinate fruit deliveries for employee benefits and monitor stock levels.
- Record fingerprint data for biometric access to the building.
- Coordinate national and international travel arrangements in line 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 tidy workspaces and communicate necessary actions for office cleanliness.
- Generate purchase orders as needed.
- Implement wellness programs and benefits for ESET employees.
- Purchase gifts for special occasions, including holidays and birthdays, and manage related orders.
- Assist with health, safety, and environmental tasks, including fire extinguisher refills and compliance documentation.
- Support training initiatives by managing inquiries, payments, and registrations.
- Coordinate office meetings and small internal events.
- Assist the sales team with event follow-ups and resource tracking, ensuring leads are assigned appropriately.
- Support marketing activities conducted within the Mexico office.
- Facilitate HR operations by managing meeting room schedules and organizing team events.
- Handle office payments, including services, purchases, and supplier invoices.
- Maintain communication with the external accounting firm for documentation submission.
- Assist in activities related to VAT claims.
Education
- Currently pursuing 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 customer service orientation.
- Excellent verbal and written communication abilities.
Position ID: JR-04920
LocationMexico City
Employment TypeFull-time
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