About this role
Job Overview: Perform and coordinate a variety of tasks to support the company, as part of the leadership of the office service team. Summary of Responsibilities:
• Order office supplies for firm; perform associated administrative tasks, including coding and assembling of invoice packages for accounting. Research costs and supplies for various office items and equipment. Solicit competitive bids.
• Ensure smooth and consistent operation of office services on a daily basis. Conduct daily/monthly/annual meetings in the office, coordinate work and schedules. Providing all the necessary support for proper development of the activity.
• Trouble-shoot problems with office equipment and furniture. Place service calls to appropriate vendors for office equipment and office facilities. Communicate outages to staff.
• Printers’ management. Take monthly copier meter readings. Code and assemble copier invoices for accounting. Solicit copier meter readings from CA office services group.
• Serve as reception desk. Backup office assistants in all their functions.
• Suggest new processes, or modification of old processes, to improve Office Services’ efficiency.
• Coordinate internal staff moves and assist with minor furniture modifications and moves.
• Maintain central files and Records, owning all associated responsibilities. Maintain the central files database, deal with requests with off-site file storage, store hard and electronic copies of all company/client contracts, proposals, and other communications, assist with audits. Work with Finance in Records Management.
• Payments management to vendors, having a good knowledge of the company's tools for invoice and payment management. Assist with managing invoice queries as raised by Accounts payable or in communication with vendors.
• Delivery and collection for IT equipment and mobiles. Management of inventories for mobile devices.
• All other duties as needed or assigned.
Qualifications (Minimum Required):
• High school diploma or GED.
• Fortrea may consider relevant and equivalent experience in lieu of educational requirements.
• Basic knowledge of proper office procedures and office etiquette.
Experience (Minimum Required):
• Minimum two years in office services at increasing levels of responsibility.
• Extremely organized, with great attention to detail and follow-through.
• Effective communication skills.
• Basic mathematical and computer skills.
• Strong customer service skills.
• Ability to take direction.
• Ability to manage tasks and coordinate with co-workers to achieve desired results.
• Work well in a team environment.
Language Skills (Required):
• English: fluent speaking/writing/Reading
Physical Demands / Work Environment:
• Primarily a desk job with occasional requirements of physical work such as, but not limited to, moving boxes or furniture up to 50 lbs., delivering packages, running errands, etc.
• Position may require occasional overtime.
This is a part time role (32 hours per week) with working hours Monday-Friday (may vary as needed to meet business needs). This role will work on site and the address for the business location is: Blvrd Manuel Avila Camacho 138 - Piso 10, Lomas de Chapultepec III Secc, Miguel Hidalgo, 11000 Ciudad de Mexico, CDMX.
Learn more about our EEO & Accommodations request here.