Office Administrator
National Instruments
hace 15 días

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.
  • Facilities

  • 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

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