Job Description

Job Description

Role Description

This role is responsible for managing the day-to-day operation of the office to ensure a pleasant work environment for all employees and visitors. This role shall assist the Global head of HR with the management of HR duties using knowledge of local laws and regulations to make informed decisions and remain compliant with company rules and best practice. 

Primary Responsibilities:

Office Management:

· Manage the day-to-day operation of the office, coordinating all facilities and vendor contracts. Working with building management to ensure building safety and security is maintained.

· Manage and evaluate contractor network to ensure superior quality, customer service and cost standards.

· Managed annual operating budget estimates for numerous sites and monitored actual expenditures to ensure they remained under budget while identifying options for cost reduction, containment, or avoidance.

· Manage and coordinate office renovations, space allocations and move layouts.

· Ensure compliance with local laws and legislation in terms of office health and safety and business best practices.

· Ensure office rent is paid, leases are adhered to and renewed where necessary.

· Budgets – work with Global Heads of Accounting and HR to set and manage the office budget, participating in any necessary reviews. 

· Manage and mentor Office Administrator (s) to improve skills and competencies.

· Coordinate workflow of Office Administrator (s) to ensure that the office operates smoothly and efficiently.

· Assist in the development of a Business Continuity Plan (BCP), ensuring compliance with business standards and adhering to business regulations while serving as the primary point of contact for all BCP activities.

· Design and implement efficient office processes and procedures.

· Assist with the implementation of a Corporate Travel System.

HR Duties:

· Support HR team with recruiting duties, including but not limited to: attending job fairs, job posting, sourcing resumes, scheduling interviews, administering candidate testing and conduct initial phone interviews.

· Onboarding – communicate with new hires regarding the pre-employment process, including pre-employment background check, confirm first day details and documents required.

· Assist with planning and executing human resources led events. Support and assist with corporate events, i.e., employee recognition events, holiday parties, and retirement celebrations.

· Perform additional duties as assigned and participate in special projects as required.

Job Skills & Qualifications:

• Bachelor's degree in Business Administration, Finance, or a related field.
• Excellent written and verbal communication skills. Bilingual (English/Spanish) is preferred.
• Strong business acumen, understanding the needs of the business to efficiently run the office and support the team.
• Ability to work independently and without supervision, ensuring deadlines are strictly adhered to.
• 5+ years of work experience in an administrative role.
• 2+ years of work experience in an HR role.
• Energetic, responsive team player with the interest to take initiative and work in a fast-paced environment. 
• Must have excellent presentation and interpersonal skills to interface with all levels of management.
• High level of confidentiality and professionalism.
• Strong knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, and Teams).
• Strong organizational skills, attention to detail and ability to demonstrate problem-solving skills.
• Ability to work flexible hours when needed.

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