Facilities Support & Administrative Assistant

Description du poste:

The Facilities Support & Administrative Assistant is a dynamic and multifunctional role that provides support to the Facilities Manager and the site VP, the person in this role helps achieve the department goals while providing world class customer service, frugality mindset and maintaining strict confidentiality. This associate makes proper use of the budget, plans internal events, deals with external vendors, provides support to internal clients, completes special projects through data analysis and specific goals. This person should work with autonomy and will be required to generate reports, analyze them, and make decisions based on this information as required for his or her leader. VP Agenda and meetings presentation.

Essential functions
* Monitors and manages office supply inventory.
* Coordinates the cleaning staff. (Daily duties, schedule, special activities)
* Responsible of internal procurement activities e.g., RFQ, PO creation, invoice follow up, and goods received sign off.
* Coordinates special events (e.g., office conferences, town halls, corporate visits and meetings) and provides support for volunteering activities.
* Coordinates currier and transportation services, such as Uber and bus services.
* Supports the Facility Manager to achieve timely maintenance services for the site.
* Solves internal customer requests through the ticketing tool.
* Creates reports and keep track of metrics of the department.
* Provides guidance and support to internal clients with travel related affairs and. (Flights, Hotels, Visas, insurance)
* Creates expense reports for the VP and the VP´s direct reports
* Supervises the proper functioning of front desk activities and related Facility & Office services.
* Coordinates the creation of internal/external content and materials for CR Site and NA COE. Ad hoc communication needs to support enabling services such as Controllership, Transformation, customer experience and others as required.
* Manages VP SSC agenda as a single point of contact for executive leadership meetings coordination.
* Manages VP SSC vacation control, travel plans, expense reports, stakeholder communication and other support activities as required (i.e. budget control, document translation, dashboard reporting needs, and others as needed) Supports benchmark and industry events as required.
* Completes operational requirements and administrative projects based on objectives.
* Achieves specific and attainable goals based on metrics and deadlines having in mind the company's objectives and beliefs.
* And other duties requiered

Requirements
* High school finished
* Technical degree in Business administration or business administration bachelor student
* Previous general services handling experience with strong references required (1-2 years' experience) Free Trade Zone regulations knowledge is a plus.
* Previous experience as administrative assistant (1-2 years)
* Vendor management and negotiation skills
* Microsoft Office knowledge and Reporting Skills (Power BI is a plus)
* Strong communication skills, such as verbal, email and presentations (graphic design skills is a plus)
* Strong organization and timely follow-up management
* Customer service oriented and willingness to help others
* Creativity skills
* Ability to work in several topics at a fast pace
* Advanced English level