Job Posting Title Facilities Assistant - Part time (Mexico City)

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

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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.

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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.

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Trouble-shoot problems with office equipment and furniture. Place service calls to appropriate vendors for office equipment and office facilities. Communicate outages to staff.

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Printers’ management. Take monthly copier meter readings. Code and assemble copier invoices for accounting. Solicit copier meter readings from CA office services group.

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Serve as reception desk. Backup office assistants in all their functions.

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Suggest new processes, or modification of old processes, to improve Office Services’ efficiency.

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Coordinate internal staff moves and assist with minor furniture modifications and moves.

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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.

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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.

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Delivery and collection for IT equipment and mobiles. Management of inventories for mobile devices.

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All other duties as needed or assigned.

Qualifications (Minimum Required)

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High school diploma or GED.

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Fortrea may consider relevant and equivalent experience in lieu of educational requirements.

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Basic knowledge of proper office procedures and office etiquette.

Experience (Minimum Required)

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Minimum two years in office services at increasing levels of responsibility.

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Extremely organized, with great attention to detail and follow-through.

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Effective communication skills.

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Basic mathematical and computer skills.

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Strong customer service skills.

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Ability to take direction.

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Ability to manage tasks and coordinate with co-workers to achieve desired results.

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Work well in a team environment.

Language Skills (Required)

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English: fluent speaking/writing/Reading

Physical Demands / Work Environment

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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.

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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 Avilla Camacho 138 - Piso 10, Lomas de Chapultepec III Secc, Miguel Hidalgo, 11000 Ciudad de Mexico, CDMX.

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