Receptionist & Administrative Assistant

The Administrative Assistant is responsible for providing comprehensive administrative support to ensure the efficient operation of the office. This role involves organizing and scheduling meetings and appointments, managing client and visitor interactions with professionalism, and handling various communication and documentation tasks. The Administrative Assistant will also coordinate travel and accommodation arrangements, manage the access control process, and assist with onboarding new employees. Key responsibilities include maintaining office supplies and equipment, liaising with external vendors, ensuring compliance with health and safety regulations, and supporting company events and fairs. The role involves financial management tasks such as handling petty cash, creating purchase orders, and managing monthly expense reports. Additionally, the Administrative Assistant will oversee occupational health coordination, perform audits, and manage physical and digital records.

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.

• English–Spanish language proficiency (oral and written) of 80% or higher required (B2 English level).

• Schedule: Monday through Friday from 10:00 a.m. to 7:00 p.m.
• Training Schedule: Monday through Friday from 7:00 a.m. to 4:00 p.m. during the first 3 weeks.

• Professional communication skills (oral and written) when interacting with employees, management, vendors, and clients.
• Strong analytical skills required.
• Must be detail-oriented, with the ability to identify root causes rather than only focusing on outcomes.
• Ability to work effectively in high-pressure environments and adapt to rapidly changing priorities.
• Strong initiative to follow up on pending issues and maintain organization.
• Organizational, multitasking, and prioritization skills.
• Must be a team player and interact effectively with staff at all levels of the company and business units.
• Strong knowledge of MS Office tools.
• High School Diploma or Technical Degree required.

#LI-SG1

Auxis prioritizes employee growth and development to help you advance your career. Auxis’ culture empowers you to be your best in the interest of a common team goal. We are constantly striving to improve our culture and environment and have invested in tools to continue to have better visualization of the pulse of our organization.

Benefits

• Health benefits including medical, vision, and dental.
• Asociacion Solidarista
• Training and development programs
• Employee recognition program
• Paid time off and family-paid leave
• Paid day off for your birthday!
• Transportation allowance: 75%