Administrative Assistant

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Ware Malcomb

πŸ“Remote - Mexico

Job highlights

Summary

Join our team as a Regional Office Assistant to provide support to Mexico City and Sao Paulo offices, assisting with day-to-day activities, client interface, scheduling, and office organization.

Requirements

  • Excellent verbal and written communication skills in English and Spanish are essential, Portuguese preferred
  • Ability to work under pressure and maintain composure
  • Ability to handle multiple tasks at one time
  • Ability to interface courteously and efficiently with staff/visitors
  • Strong computer skills, including Microsoft Office programs and Internet skills

Responsibilities

  • Answer main line phone
  • Help with opening pursuits/new projects and assist with billing/invoice
  • Assist with expenses for Principal
  • Maintain conference room calendar and assist with booking conference rooms and equipment for meetings
  • Responsible for organizing lunch meetings, including set-up and clean-up
  • Responsible for general office organization and tidiness, including pantry, conference and library area
  • Sort, distribute, and prepare daily in/out going mail and FedEx
  • Perform light clerical duties such as data entry (entering/scanning contacts), typing and filing
  • Responsible for ensuring that office supplies are well stocked, and places orders as needed
  • Assist and coordinate new hires (offer letters, HR, equipment setup and prepping workstation)
  • Acts as a liaison for the office with Property Manager, Reprographics Company, Utility company, cleaning service
  • Responsible for organizing office events (internal & external)
  • Learn office systems such as Vision, Deltek, and future CRM
  • Provide support to the Project Accounting team with miscellaneous tasks

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