The Office Coordinator will support Colombia Office teams in the country. Responsibilities will include the followingactivities.
General : SalesAdmin
Manages Sales Managers calendars, schedules sales and general meetings,reserves rooms and audio visual conferencing
Organizes salesand general events, catering, team building activities, incentive programs
Arranges domestic and international travel; air, hotel, groundtransportation, Passports, Visas
Processesinternal and external customer requests utilizing multiple databases andresources
Preparesreports by collecting and analyzing information
Createscollaborative intranet web pages, presents and maintains content
Creates andmaintains org charts, directory email groups; tracks staff changes
Assists asback-up in mobile communication device management for field sales
Maintains office supplies inventories,creates purchase requisitions, processes expense reports
Receives andships packages; scans and distributes customer correspondence
Ensures that the office is organized and operating effectively, efficiently;maintains records files
Contributes to team effort by accomplishingrelated results as needed.
Import / Export
Coordinate importation / exportationprocess with local broker.
Provide information required forimportation
Coordinates deliveries to customers
Establish communication withbrokers and carriers in the country.
Supports and guide otherdepartments among the organization thru import / export local requirements andprocesses.
Serveas the main point of contact for employees, visitors and inquiries concerningfacilities.
Ensurethat building infrastructure and services consistently meet the needs of theemployees.
Ensurethe buildings meet health and safety requirements and comply with NI standardsand Colombia legislation; ensuring the safety of all employees.
Developimprovement project plans and manage the process to complete the projects.
Manages floor space, department moves, ensures operation ofequipment
Developbudget, control costs, and coordinate service providers.
Partnerwith Finance to provide monthly and quarterly reports about site needs.
Proposeand execute site improvements according to employee and business needs.
Buildand maintain strong relationships with facilities providers includinglandlords, neighboring companies, contractors and suppliers.
Ensurecontract compliance, maximize utilization of preferred suppliers, and expenses.
Partnerwith Procurement to have discussions with suppliers regarding goal setting,performance criteria, and regular performance reviews.
Manageemployee and visitor parking processes and guidelines.
Communicatefacilities information to new hires at New Employee Orientation.
Providetimely communication to staff on any situation or change that affects thegeneral services of the site and the continuity of the operation.
Respondappropriately and timely to emergencies and urgent issues.
Maintaindirect responsibility for security management of facilities & securitysystems (e.g. -Access Control system, CCTV system.
including but not limitedto partnering with security supplier,approvalof new security guards, updated security procedures, employee badgeadministration (Creation / Replacement), and supervision of security guards.
Maintaindirect responsibility for the front desk.
Maintaindirect responsibility for the cleaning management of facilities, including butnot limited to maintaining tasks schedule and general supervision of cleaningcrew.
Maintaindirect responsibility for facilities maintenance management (e.g. HVAC, Power& Lightning, restrooms, Access Control, CCTV, Cafeteria, Restrooms, etc.
including but not limited to project management, general facilities inspection,cost comparisons and scheduling of maintenance.
Maintaindirect responsibility for the space management of facilities, including but notlimited to space allocation planning, office layout and movement of equipment.
Position Requirements :
Atleast 5 years’ experience as an Administrative Assistant.
Proven knowledge in import / export processes in Colombia
Outstanding customer service skills; takes initiative, anticipates needs,acts with customers in mind.
Advanced computer / systems skills in MS Office (Word, Excel, PowerPoint, LotusNotes)
Proven ability to quickly learn new systems and processes
Excellent verbal and written communication skills
Superior time management, organization, motivation and multi-tasking skills amust
Sense of diplomacy, responsibility, ownership, reliability, integrity,quality, honesty, drive for success
Skills / Qualifications :
Administrative Writing, Reporting, MS Office,Scheduling, Time Management, Organization, Presentation, Travel Logistics,Verbal Communication, Problem Solving, Analyzing Information, Events, Planning,Equipment Maintenance, Professionalism, Web Savvy, Teamwork