Office Operations Specialist

hace 2 semanas

Tocancipá, Colombia The Workshop A tiempo completo

About Us
The Workshop is a leading technology firm focused on creating user-friendly software solutions for the online gaming sector. Our guiding principle is to advance "Fearlessly Forward" as a unified team. Collaborative innovation is integral to our operations, influencing everything from our gaming products to our internal teamwork and creative exchanges.

Within The Workshop, Host Co. operates a discreet, managed services and data center hosting facility. We provide a variety of services, including cloud solutions, co-location, managed security, and numerous other 'as a service' offerings. Our workforce comprises a diverse group of highly skilled professionals dedicated to aligning the right solutions with our clients' technological requirements.

Your Role

The Workplace Specialist acts as the primary contact for all office personnel and guests, ensuring smooth operations and effectiveness within the organization. This position requires meticulous attention to detail, the ability to adapt in high-pressure scenarios, and the capability to juggle multiple tasks concurrently. By delivering a wide range of services in a vibrant, fast-paced setting, the Workplace Specialist is vital to our operational achievements.

Our aim is to cultivate a workplace that is secure and supportive, encouraging both teamwork and independent contributions while instilling a sense of pride and belonging among staff members. This inclusive atmosphere will empower us to meet our goals efficiently and sustain a positive, productive work environment.

Key Responsibilities

Reception Duties

Serve as the primary contact at the reception area, welcoming and assisting all internal and external visitors with professionalism. Handle all incoming phone calls and direct inquiries appropriately.

New Employee & Visitor Assistance

Issue access credentials to new employees, visitors, and contractors, adhering to security protocols, and maintain the system accordingly. Manage the visitor process in compliance with company policies. Support the People Team in onboarding new hires, including conducting office tours and managing workspace allocations.

Workplace Maintenance and Management

Ensure the reception area and meeting spaces are kept clean, organized, and secure. Oversee the supply of refreshments in meeting rooms and stationery areas. Conduct regular workplace inspections and proactively address any issues, coordinating with maintenance services as needed. Supervise the daily operations of office facilities, including maintenance and cleaning services. Manage building management issues and maintenance services, ensuring records are updated and reports are filed appropriately. Oversee cleaning personnel, supervising their daily tasks and maintaining communication with the cleaning service provider regarding performance and additional requests.

Administrative Responsibilities

Coordinate meeting room bookings, resolving scheduling conflicts. Organize and manage catering requests. Develop and maintain an electronic filing system for enhanced transparency and efficiency. Handle mail duties, including distributing packages, sending mail, booking couriers, and ensuring proper tracking procedures are followed. Process purchase orders and follow internal approval protocols for payments, collaborating with the Finance team. Document and manage workplace processes and procedures in partnership with the global workplace team. Assist with various administrative tasks and projects as needed.

Collaboration and Coordination

Work closely with other departments such as Desktop Support, Procurement, Finance, and People teams to ensure office alignment. Manage office services, including travel, accommodation, transportation, and supplies. Collaborate with the Assets Manager to create and maintain a workplace inventory and track asset disposal.

Company Events Management

Plan and coordinate company events and workshops, including training sessions, dinners, seasonal parties, and team-building activities.

Health & Safety Responsibilities

Serve as a First Aider and Fire Marshall, ensuring First Aid supplies are fully stocked and compliant.

Workplace Culture Enhancement

Strive to create a pleasant and inspiring office environment.

Qualifications

Proven experience in a front-of-house or reception role. Fluent in English, both written and spoken. Strong communication and organizational skills. Ability to multitask and thrive under pressure to meet deadlines. Self-motivated, resourceful, and capable of working independently. Flexible, driven, and team-oriented. A mindset focused on continuous improvement and agility. Proficient in Microsoft Office applications and internet-savvy. Well-presented and professional with a friendly demeanor.

Benefits

A welcoming, inclusive, and multicultural workplace with over 35 nationalities represented. Competitive salary and opportunities for personal development. A sabbatical program offering six weeks of paid leave every four years of service. Private health insurance coverage. Discounts on gym memberships. A self-managed learning budget. An employee referral bonus program. In-house English language classes with native instructors. The option to take holidays before completing the first year of employment. Up to three paid volunteering days each year. A variety of events throughout the year, including Learning Labs, Hackathons, and Designathons.

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