Office Assistant

León, Guanajuato
Mexico

Job Purpose:

The office assistant will be incharge of León office administration, and reception duties and provide crucialsupport to the Vice President of Operations.

Experience / Skills & special knowledge:

• 7+ years of experience as an office assistant, administrativeassistant, or in a related role.
• Familiarity with some advanced HR software.
• Advanced skills in MS 365, Word, Power Point, and Excell skills including auditing worksheets, analyzing data with what if analysis including goal seek, solver and scenarios is desired.
• Excellent organizational and time management abilities.
• Advanced, English.

Responsibilities:

VP Operations Support:

• Maintain and organize the VP Operations' calendar, scheduling appointments, meetings, and conference calls.
• Working in liaison with the Travel Assistant of the company to arrange travel accommodations, including flights, and transportation for the VP of Operations and other Executives traveling with the VP of Operations.
• Responsible for preparing weekly, monthly, quarterly, and annual reports, presentations, and documents using MS Office suite 365 with a focus on advanced Excel and PowerPoint skills.
• Collaborate with all areas and sites to gather data and information needed for reports and presentations
• Assist in various ad hoc tasks and projects as assigned by the VP of Operations.

Office Administration:

• Manage day-to-day office operations, including supplies inventory, equipment maintenance, vendor coordination, office rental negotiation with the landlord, utility payments, and furniture.
• Responsible for the administration of the facilities management, including furniture, carpets, office space design, cleaning, catering, and dining room for León office employees and visitors.
• Scheduling, coding, and monitoring of supplier payments.
• Preparation of purchase requisitions. Registration and entry of invoices.
• Assist in creating and maintaining office policies and procedures for a smooth workflow.
• Responsible for planning corporate (Leon office) employee events (Christmas party, meetings, Día del Minero, etc.).

Reception

• Greet visitors and provide a welcoming atmosphere.
• Handle incoming calls and visitors, directing them to the appropriate area and/or taking and delivering messages when necessary.
• Manage mail distribution and outgoing shipment parcels with DHL. Responsible for the portal and delivery control.
• Handle incoming and outgoing correspondence, ensuring effective communication within the office.
• Administration of the board rooms and their bookings.
• Create and maintain an updated telephone directory in teams, along with a list of emergency contacts (Hospitals, Ambulances, Red Cross, Firefighters, Medical Services).
• Actively participate in all company activities and programs (ICARE, Training, Human Resources, Safety, Environment, etc.) that apply according to the activities of the position.
• Responsible for supervising the driver of the León office.