Job Summary: This role is responsible for all the administrative activities that facilitate the smooth and efficient running of the office - front of house. Primarily this role will be accountable for all reception and general housekeeping duties and will assist the Office Manager. The role will also assist in other general and specific administrative functions as and when requested.Duties and Responsibilities: Answer all incoming calls within a prompt timeframe and in a professional manner - either direct calls or take a detailed message and email message to the staffProvide a professional and cordial first point of contact to all company visitors (by phone or in person). Attend to visitors 'enquiresTravel Arrangements for staff (hotel, tickets and taxis) – Domestic and InternationalUpdate calendars and schedule meetings, conference calls and video conferences with both internal & external stakeholdersEnsure good housekeeping (clean & tidy) at all times particularly in relation to the Reception area, Boardroom, Meeting Rooms, Lobby, Training room and the Kitchens of all the floors.Be the point of contact for general housekeeping requests from staff and from outsourced tradespersonsCoordinate and register mail flow in and out of the officeMaintain stationery, postage stock levels and cleaning supplies / provide draft refill orders to Office Manager for approval on a regular or needs-be basisProvide HR administrative support, example maintain staff birthday list; Training, benefits, and projects organization support; together with any other tasks as requested from time to timePrepare/Translate documents/presentations – formatting, printing, binding as neededProvide general assistance to staff as requested Qualifications: Ability to prioritize tasks to ensure daily duties and assigned tasks' deadlines are metGood telephone skills, particularly able to screen calls where neededGood interpersonal (people) and verbal communication (pronunciation) skillsAbility to work in a team environmentProfessional manner and dress code at all timesSelf-motivated, with good initiative and pro-active attitudeAbility to organize in-house eventsBilingual English – Spanish skills is a mustPrevious experience, at least 5 years in a similar role Education and Training: Proficiency Microsoft Office – Word/Excel and PowerPointDesirable - Interpreter and Translator Certificate/Administration/Public Relations or any other related subjectStrong Excel, Word and Powerpoint skills
