Receptionist/Administrative Assistant

Description

Job Summary: We are seeking an Administrative Assistant/Receptionist to provide comprehensive administrative support, manage office operations, and coordinate services and customer interactions. Key Highlights: 1. Comprehensive administrative support and document management 2. Coordination of services and customer/supplier assistance 3. Proficiency in Softland and digital tools We are looking for an Administrative Assistant/Receptionist to join our team. We need a person to provide comprehensive administrative support at the reception desk and for document management, service coordination, and customer and supplier assistance, ensuring accurate registration in systems (Softland, shared folders) and smooth office operational functioning. Main Responsibilities: • Receipt and registration of honorarium invoices and bills in Softland by cost center (CC). • Entry of invoice and honorarium bill payments in Softland by CC. • Receipt, review, and entry of expense reports in Softland. • Management of parcel shipments and registration in shared folder by project. • Registration of payroll sheets, supplier payments, and shipments in shared folder. • Requesting and sending gift cards for projects. • Managing administrative relations with cleaning staff. • Filing and tracking signed vacation certificates. • Reviewing system records of entries and exits, requesting corrections as needed. • Requesting, managing, and recording petty cash. • Maintaining up-to-date folders for: o Monthly sales invoices o Payment payrolls o Gift card shipments by CC • Coordination with service providers (air conditioning, water, office supplies). • Obtaining various quotations and providing cross-functional administrative support. • Coordinating trainings, coffee breaks, meetings, and events. • Inventory control and procurement of goods. • Resolving physical office issues (light bulbs, faucets, concierge matters). • Office opening and closing (key management). • Recording and managing the meeting room schedule. • Receiving staff and customers, handling telephone calls. • Organizing and reminding about monthly birthdays. • Backup support for the Executive Director’s Assistant Required Competencies • Technical: o Softland proficiency preferred (invoicing, expense reports, payments). o Proficiency in digital tools (Excel, Word, shared folders, email). o Basic knowledge of accounting and administration. Personal: o Organization and planning skills. o Proactivity and problem-solving ability. o Strong interpersonal skills and service orientation. o Discretion and responsibility in handling information. o Coordination ability and teamwork. -Requirements- Minimum Education: High School Diploma (Humanities track) / Technical Degree 1 year of experience Languages: Spanish Age: 18 years or older Knowledge: Accounting administration, Microsoft Office, Softland ERP