Organize and Schedule Meetings and Appointments
- Plan and arrange meetings and appointments, ensuring all logistics are handled efficiently.
Client and Visitor Interaction
- Answer calls and greet clients and visitors with professionalism and proper etiquette.
- Provide information and support to visitors.
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.
Travel and Accommodation Arrangements
- Book travel and hotel arrangements as needed.
- Arrange client visits, transportation, travel insurance, and employee flights.
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.
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.
Event and Fair Support
- Provide support at Auxis Peak fairs by quoting, ordering and delivering products.
- Support monthly communication, point balances, fairs, and catalog activities related to Peak Performance Fairs.
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 SharePoint by the end of each month.
- Manage monthly expense reports, including supplies, IT equipment, and PO inclusion.
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.
Occupational Health Responsibilities
- Manage occupational health vendors and coordinate communication.
- Plan training sessions, meetings, and other related activities.
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.
