Detalle de la Oferta

Descripción de la Oferta

Descripción del Empleo

About the Role
The Office Administrator works independently and collaboratively to provide administrative and executive support to the employees of the Panama office. In this role you will be responsible for the successful execution of all daily office activities and initiatives. As the Office Administrator, you will perform various clerical tasks including replying to emails, preparing documents, and directing guests, while facilitating effective and professional communication within the office.

Responsabilidades del Puesto

Coordinate and facilitate office activities and operations based on company policies
Manage agendas, travel arrangements, hotel reservations, seminar registrations, and appointments for management
Manage phone calls and correspondence (e-mail, letters, packages etc.)
Support record keeping procedures
Create and update records on employees and other data
Track inventory of office supplies and place orders when necessary
Assist colleagues whenever necessary as assigned by supervisor
Create and update records and databases with personnel, financial and other data
Maintain appointment calendar for Panama activities
Provide support for the accounting department
Administer accounts payable and expense reports for office expenses employees
Ship packages and documents locally and internationally, assisting with FedEx and other courier shipments
Schedule appointments and meetings with other departments and external contacts
Reserve meeting space, arrange for audio/visual equipment, and publish agendas
Prepare memos, letters, reports, presentations, and other business correspondence, either independently or from written/verbal instructions
File and retrieve corporate documents, records, and reports
Organize company events and conferences
Oversee adherence to office policies and procedures
Prepare expense reports and track processing of all expense reports, check requests, and purchase requisitions.
Ensure confidential handling of information and use sound judgment to independently complete a range of special projects
Distribute mail, answer phones, and ensure seamless flow of information
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
Exercise initiative, diplomacy, collaboration with other departments, tact, and a high degree of professionalism and loyalty
Serve as administrative support to the HR/legal department.

Requisitos del puesto

EXPERIENCE

3 years of experience with general office responsibilities
5 years of experience with administrative tasks preferred

SKILLS

Ability to meet deadlines with a high degree of motivation
Ability to work individually as well as collaboratively
Demonstrate capabilities with moderate supervision.
Strong interpersonal skills with a service-oriented mindset
Detail oriented and organized in completing tasks
Proactive, anticipating roadblocks, and offering solutions
Ability to manage multiple work streams simultaneously as well as react to shifting priorities
Strong composition, grammar, and business language skills in English and Spanish
Strong communication and interpersonal skills with the ability to effectively communicate with all levels of management, other departments, and both internal and external stakeholders
Ability to coordinate complex travel schedules and plan/coordinate meetings and events
Excellent judgment in handling confidential, legal, and sensitive information
Knowledge off full Microsoft Office Suite