Receptionist - Machala, Ecuador - Empresa: Trafigura

Descripción

Detalles de la oferta:


Main Purpose:

Provide and coordinate all reception services, administrative tasks and all necessary preventive maintenances for the office (electric generator, office, air con, cleaning, fire systems, etc.) and deal with any ad hoc office issues.

Knowledge Skills and Abilities, Key Responsibilities:
Knowledge, Skills and Abilities

Minimum 2 years' experience in Facilities, Reception or Administrative positions.
Ability to work with different tasks at the same time.
Ability to work independently under pressure.

Languages:
excellent verbal and written communication skills in English.
Ability to work with Microsoft Outlook & Office
Proactive
Team work

Key Responsibilities

Answer all incoming calls, forward to employees and be able to assist whenever needed.
Receive external visitors & customers and inform corresponding employee.
Coordinate services with all required vendors (such as national/international courier, transport service, office supplies, etc.)

Give support to abroad employees during their visit planification to Lima office, being able to assist with desk and travel coordination's.

Support Lima employees during business travel coordination's with global agency (CWT).
Assist with meeting room booking for external rooms only. Ensure all rooms are always clean and tidy to be used.
Archive company legal documents and maintain scan copy in share folder. Assist when documents are required for specific formalities. Liaise with external notaries when asked for certifications, apostilles, legalizations, etc. Coordinate documents translations.
Supervise all Facilities vendors ́ contracts and works at the office (Inc. SLAs, Scope of work, agreements, etc.) ensuring excellent service level.
Generate bidding processes to ensure vendors are delivering a good service/product in terms of quality and price.
Have an accurate control of all the Facilities expenses.

Register all the payment documentation and deliver to Accounting in good time, making sure each cost is assigned to the correct account code.

Approve all office related invoices in Accounting system.

Supervise security procedures (Drills, floor plans, emergency doors, extinguishers, etc.) and coordinate first aiders training to ensure the office is health and safety, complying with local requirements and global security policy.

Communicate all Trafigura and building maintenance activities that may impact to the office operation.

Coordinate and communicate all office events from Facilities (Traf magazine, global & local campaigns, after office, end of year party, etc.) and give support for customers events coordination's.

Deliver monthly Overheads (financial, highlights, lowlights, action plans, etc) and Recycling report (green initiatives, energy consumption, etc).
Maintain office equipment inventory updated.
Achieve projects during the year such as savings implementations, green initiatives, improvements in processes, etc.

Evaluate employee's needs and wants for designing a functional office through optimization of space and reduction of costs, providing a comfortable space for work.

Key Relationships and Department Overview:
Reporting to Comercial team


Fuente:
Whatjobs_Ppc


Requisitos:


Conocimientos:

• Derecho Tributario