Job Title: Administrative Coordinator Job Description: - Provide comprehensive administrative support to ensure efficient office operations. The role involves organizing and scheduling meetings, managing client and visitor interactions, handling communication and documentation tasks, coordinating travel and accommodation arrangements, managing access control, and assisting with onboarding new employees. Key Responsibilities: Organize and Schedule Meetings and Appointments - Plan and arrange meetings and appointments efficiently. Client and Visitor Interaction - Answer calls and greet clients and visitors professionally. - 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 leadership. - Order and control office keys and access as well as locker assignments. Event and Fair Support - Support events by ordering products and delivering them efficiently. - Support monthly activities related to fairs and company communications. 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 - Generate various letters as needed, with a focus on visa, labor, and FCL justifications. - Support facility administration as needed. - Manage all maintenance requests. Required Skills and Qualifications: - Proficiency in English-Spanish language (B2 level in English). - Current student or recent graduate with a strong academic record. - Strong knowledge of MS Office tools. - Strong work ethic, honesty, and loyalty with strong values. - Attention to detail and ability to understand causes rather than just effects. - Effective communication skills when dealing with employees, management, vendors, and clients. - Analytical skills and ability to handle confidential material with sensitivity. - Team player with strong initiative to follow up on pending issues and organize assigned work.