*position summary*:
contribute to the efficient flow of the administrative department and the optimal functioning of the office, as well as provide service to staff, clients, and company visitors. Also responsible for supporting the organization of general company meetings and event logistics.
*job status*:
- temporary (maternity disability)
- full time
- salary
- reports to: facilities and events manager
- location: mexicali, baja california
*role responsibilities*:
- answer and manage incoming calls from the switchboard.
- receive and attend to office visitors.
- keep the work area and building clean and organized.
- receive mail and packages.
- prepare shipping guides when necessary and help ensure timely deliveries.
- manage on-site utility vehicles.
- make hotel reservations for the six gowan group companies.
- keep hotel agreements in mexico up to date and follow up on user requests.
- book flights for the six gowan group companies.
- collect documentation for vendor registration for wire transfer payments.
- arrange vehicle rentals for staff from the six companies when needed.
- place stationery orders: request quotes, seek approval, purchase, receive, distribute to users and/or organize in stock and maintain order.
- place cleaning supply orders: request quotes, seek approval, purchase, receive, and deliver to cleaning staff for storage.
- place coffee supply orders: seek approval, purchase, receive, organize in stock, and maintain order.
- handle coffee break requirements for meetings of the six companies.
- manage potable water supply (both buildings).
- receive and track supplier invoices, schedule payments for the appropriate company.
- maintain daily petty cash control, request invoices and/or receipts to request reimbursement by check.
- create an excel format to track invoices for purchases made with american express corporate cards, consolidate pdf and xml files, and reconcile with each company’s account statement.
- reconcile monthly expenses with account statements.
- non-stock billing: vehicles, computer equipment, and cell phones sold by the companies to employees and/or external parties.
- support event coordination: company-wide meetings, recognitions, retirements, visits, etc.
*education*:
- high school diploma, technical degree, or a bachelor's degree in administration or a related field.
*experience / skills / abilities*:
- 70% english proficiency
- 1-3 years in a similar position
- teamwork
- data entry skills
- use of switchboard
- proficiency in microsoft office
- proficiency in internet and outlook
- discretion
- confidentiality
- excellent service attitude
- communication skills
- active listening
- empathy
- initiative
- organized
- professional ethics
- problem-solving and conflict management skills
*job expectations / working conditions*:
- availability and schedule flexibility
- travel requirement: occasionally