Office Assistant

hace 1 mes

Medellín, Colombia RWS Group A tiempo completo

Job Purpose

This role requires part-time, in person dedication. Under the direct supervision of a Finance Administration Manager, the Office Assistant is responsible for performing a range of clerical and administrative tasks to support daily operations from our office in Medellin. The role's duties include coordination of efforts with support areas, making sure our processes are executed according to global standards.

The office assistant is the first point of contact for employees and visitors, so it plays a prominent role in creating a welcoming environment.

Job Overview

Key Responsibilities

  • Accept electronic invoices from DIAN (3 step manual process PER INVOICE through the tax authority portal)
  • Keep track of the office supplies in the office
  • Prepares and coordinates asset and other item’s shipments
  • Support travel processing
  • Shares local process related information
  • Keeps internal information updated
  • Organizes in-person meetings and trainings
  • Support the organization of team building social events
  • Manage local correspondence related to labor matters
  • Receive mandatory H&S visits for office inspection.
  • Maintenance of physical documentation required in the office by government agencies (internal regulations, H&S signage).
  • Manage office supplies
  • First aider and responsible for the use of fire extinguishers
  • Support global initiatives (Health and wellbeing/green champions activities)
  • Work on alignment of local and global health and safety policies
  • Software and hardware preparations for newcomers based in Medellin and nearby
  • Support tests and troubleshooting of hardware when needed
  • Communicates and manages repairs
  • Keep inventory updated (stock management system of our hardware)
  • Prepares and requests signature of asset management related documentation
  • Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective operations

Skills & Experience

  • Clerical Experience: Prior work in an administrative setting dealing with filing, data entry, and scheduling tasks.
  • Customer Service: Experience dealing with internal customer inquiries and complaints in person and/or through digital channels.
  • Financial Tasks: Basic understanding of financial processes, including invoicing and expense management.
  • Inventory Management: Experience with tracking office supplies and reordering when necessary.
  • Organizational and time management skills; ability to prioritize.
  • Fluent communication skills of written and verbal English.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to carry out instructions furnished in written or oral form, and to work without supervision.
  • Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, Outlook, Adobe Acrobat, Teams).
  • Ability to analyze and problem solve job-related issues.
  • Ability to work with a diverse group of individuals across different levels of the company.
  • Ability to maintain confidentiality of information regarding company financial and other information.
  • Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
  • Ability to provide guidance for employees and provide clear direction in a respectful manner.
  • Ability to resolve issues in a professional and efficient manner.
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