The operations assistant will perform as a typical \"back office\" support for internal clients, providing the necessary day‑to‑day support in the administrative/operations office functions, with the main purpose to offload the burdensome type of work, generally time‑consuming, that does not seem to add value to the service provided to our clients.
Main responsibilities
scan documents in large volumes, ensuring that each digital file is a faithful replica of the original; apply quality criteria, use the appropriate nomenclature, and store the files in specific locations to facilitate future reference
produce photocopies of documents, mainly in large volumes, pay attention to detail, maintain high-quality standards, and guarantee the confidentiality of the information handled
support in the preparation of documents by binding or glueing, especially those that will be presented to clients. This process requires precision, aesthetics, and care to ensure a professional presentation
manage the physical and digital archiving of documents and files; attend to file requests, collect documents on loan, and maintain an efficient and orderly service; know the general filing system and apply security measures to protect information
ensure that the area used for the safekeeping of files has the necessary security measures to safeguard the content of the files. In case of any failure or damage, report it to the office manager
to be responsible for the preparation of waybills for courier shipments (dhl, fedex, etc.), as well as the detailed record of packages sent and received; keep updated logs and ensure correct delivery to recipients
record all courier, mail, and packages received in the office, whether by dhl, fedex, or any courier, keep logs of receipt and delivery to the addressee
to be responsible for the reception of stationery supplies, storage and distribution in the corresponding areas, ensuring availability and order
in charge of the reception of cafeteria supplies, storage and distribution in the corresponding areas, assuring availability and order
act as liaison with maintenance and general service providers (pest‑control, hvac systems, fire extinguishers); coordinate attention to specific areas and report any equipment malfunction or additional maintenance service needed
skills and experience
high drive, organization, follow-through and communication: able to carry out multiple tasks at the same time in an orderly and organized manner, knowing how to prioritize the projects under your responsibility, keeping a continuous follow‑up of the progress and achievements obtained, communicating in a timely and clear manner with the different reporting lines
supremacy and taste for excellence in customer service: must have a passion for helping others, be an excellent communicator, responsive, and a team player
operational: a person who is attracted to constant operational activity, likes to work as part of a team to assist in achieving objectives, and is particularly involved in the details of rendered services
discipline, honesty and transparency: naturally adheres to rules; is careful to maintain order in the service areas in his charge and is clear in communicating any contingencies in his work
office equipment: can operate general office equipment, e.g., multifunctional machines for printing, photocopying, scanning, and document binder
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