Office Operations Coordinator

hace 2 meses

Tocancipá, Colombia The Workshop A tiempo completo

About Us
The Workshop is a pioneering technology firm dedicated to creating user-friendly software solutions for the online gaming sector. Our guiding principle is to advance "Fearlessly Forward" in unison. 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 as a discreet, managed services and data center hosting entity. We provide a comprehensive suite of products and services, including cloud solutions, co-location, managed security, and various 'as a' services. Our workforce is composed of diverse, highly skilled professionals who empower our clients by aligning the right technological solutions with their needs.

Your Role

The Office Operations Coordinator is the primary contact for all personnel and visitors, ensuring smooth and efficient office operations. This position requires meticulous attention to detail, the ability to adapt in fast-paced environments, and effective management of multiple tasks. By delivering a wide array of services in a vibrant setting, the Office Operations Coordinator is vital to our operational success.

Our aim is to cultivate a workplace that prioritizes safety and security, encourages collaboration and independent work, and instills a sense of pride and belonging among our employees. This inclusive atmosphere will enable us to achieve our goals effectively while maintaining a positive and productive work culture.

Key Responsibilities

Reception Duties

Act as the primary point of contact at the reception area, welcoming and assisting all visitors with professionalism and courtesy. Handle incoming phone calls and direct inquiries appropriately.

Support for New Employees & Visitors

Issue access credentials to new hires, visitors, and contractors, adhering to security protocols, and maintain the access system. Manage the visitor process in accordance with company policies. Assist the Human Resources team with onboarding processes, including conducting office tours and managing workspace assignments.

Office Maintenance and Management

Ensure the reception and meeting areas are kept clean, organized, and secure. Oversee the supply of refreshments in meeting rooms and stationery areas. Conduct regular inspections of the workplace and proactively address any issues, liaising with maintenance services as needed. Supervise daily office operations, including maintenance and cleaning services. Coordinate building management and maintenance services, ensuring accurate record-keeping and follow-up on maintenance requests. Manage cleaning staff, overseeing their daily tasks and maintaining communication with the cleaning service provider regarding performance and additional requests.

Administrative Responsibilities

Organize meeting room bookings and resolve scheduling conflicts. Coordinate catering services as required. Develop and maintain an electronic filing system to enhance transparency and efficiency. Handle mail duties, including distributing packages, sending correspondence, and managing courier services. Process purchase orders and collaborate with the Finance team for payment approvals. Document and manage workplace processes and procedures in conjunction with the global workplace team. Assist with various administrative tasks and projects as needed.

Collaboration and Coordination

Work closely with other departments such as IT Support, Procurement, Finance, and Human Resources to ensure office alignment. Manage office services, including travel arrangements, accommodations, and supplies. Collaborate with the Asset Manager to maintain an inventory of workplace assets and track disposals.

Event Coordination

Plan and oversee company events and workshops, including training sessions, social gatherings, and team-building activities.

Health & Safety Responsibilities

Serve as a First Aider and Fire Marshal, ensuring compliance and proper stocking of First Aid supplies.

Workplace Culture Enhancement

Foster an enjoyable and inspiring office environment.

Qualifications

Proven experience in a front-of-house or reception role. Fluency in English, both written and verbal. Strong communication and organizational abilities. Capacity to multitask and perform under pressure to meet deadlines. Self-driven, resourceful, and capable of working independently. Flexible, motivated, and team-oriented. Commitment to continuous improvement and an agile mindset. Proficient in Microsoft Office applications and internet-savvy. Professional appearance and a friendly, positive 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. Employee referral bonus program. In-house English language lessons with native instructors. The option to take holidays before completing the first year of employment. Up to three paid volunteering days each year. Various events throughout the year, including Learning Labs, Hackathons, and Designathons.

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