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Administrative Support Specialist

hace 2 meses

Perímetro Urbano Barranquilla, Colombia Auxis A tiempo completo
Job Summary:

Auxis is seeking a highly organized and detail-oriented Administrative Support Specialist to provide comprehensive administrative support to ensure the efficient operation of the office. This role involves coordinating and scheduling meetings and appointments, managing client and visitor interactions with professionalism, and handling various communication and documentation tasks.

Key Responsibilities:
  1. Meeting and Appointment Coordination:
    • Plan and arrange meetings and appointments, ensuring all logistics are handled efficiently.
  2. Client and Visitor Interaction:
    • Answer calls and greet clients and visitors with professionalism and proper etiquette.
    • Provide information and support to visitors.
  3. Communication and Documentation:
    • Produce and distribute general information emails.
    • Assist in preparing reports related to transportation, supplies, petty cash, and credit card statements.
    • Maintain accurate and up-to-date human resource files, records, and documentation.
    • Manage and audit physical file storage.
  4. Travel and Accommodation Arrangements:
    • Book travel and hotel arrangements as needed.
    • Arrange client visits, transportation, travel insurance, and employee flights.
  5. Access Control and Onboarding:
    • Manage the access control process, including creating and deactivating access cards, updating codes, and supporting existing employees.
    • Assist with onboarding coordination, including sending invites and handling vendor interactions.
    • Receive and assist with new hire contract signings, clarifying doubts and ensuring completion.
  6. Office Management:
    • Coordinate maintenance and repairs for office equipment, furniture, and facilities.
    • Monitor and manage office supplies, orders, and inventory, ensuring adequate stock levels and managing purchase processes.
    • Liaise with external vendors and service providers for facility-related matters.
    • Ensure compliance with health and safety regulations and emergency procedures.
    • Run bimonthly audits of office space and communicate findings to the leadership team.
    • Order and control office keys and access as well as locker assignments.
  7. Event and Fair Support:
    • Provide support at Auxis events by quoting, ordering and delivering products.
    • Support monthly communication, point balances, events, and catalog activities related to company initiatives.
  8. Financial Responsibilities:
    • Manage petty cash processes, including invoice handling, reconciliation, and new requests.
    • Create all Purchase Orders (POs) for purchases and vendors, ensuring they are uploaded to the company's document management system by the end of each month.
    • Manage monthly expense reports, including supplies, IT equipment, and PO inclusion.
  9. Phone and Visitor Management:
    • Receive and manage phone calls.
    • Control the access and registration process for visitors, vendors, and employees, ensuring compliance with company policies.
  10. Occupational Health Responsibilities:
    • Manage occupational health vendors and coordinate communication.
    • Plan training sessions, meetings, and other related activities.
  11. Additional Administrative Support:
    • Create various letters (visa, labor, FCL, cesantia, justifications) as needed, with the process transitioning to employee-generated letters for signature.
    • Support facility administration as needed.
    • Manage all maintenance requests.
Requirements:
  • English–Spanish Language (Oral and written proficiency of 80% or higher) (B2 level in English).
  • High School Diploma or Technical Degree.
  • Strong knowledge of MS Office tools.
  • Strong work ethic, honesty, and loyalty with strong values.
  • Must be detail-oriented, paying attention to details and making a conscious effort to understand causes rather than just effects.
  • Able to effectively work in stressful environments and handle situations with frequently changing priorities.
  • Must communicate professionally (both orally and in writing) when dealing with employees, management, vendors, and clients.
  • Must possess strong analytical skills.
  • Organizational, multi-tasking, and prioritizing skills.
  • Must be a team player and interact effectively with staff at all levels of the company and its operating units.
  • Strong initiative to follow up on pending issues and organize assigned work.
  • Ability to handle confidential material with sensitivity.