Description
The Bilingual Receptionist will manage and ensure the smooth operation of front desk services, client communication, and operational tasks of the Office Services department. This role is crucial to support the workflow of the Buenos Aires Center and its employees. The role holder should be proficient in both English and Spanish, as they will serve as the initial point of contact for visitors and provide assistance in both languages. They will also assist the Office Services department with daily operations, ensuring a functional and welcoming office environment.
Responsibilities:
- ServiceNow Queue Monitoring: Monitor the ServiceNow queue and resolve cases per the SLAs of the Buenos Aires Center Office Services service
- Event and Meeting Support: Assist with planning and supporting events, including catering services, booking rooms, and technical testing
- Visitor Support: Offer exceptional care to global visitors, including reception, guidance, and assistance throughout their visit
- Onboarding and Offboarding Support: Provide support for the onboarding of new employees and the offboarding of departing staff, ensuring a smooth transition
- Procurement and Office Assistance: Handle procurement processes and provide general office assistance to ensure all office needs are met
- Communication Management: Update contact information, send email reminders, and manage internal communications effectively when requested
- Documentation and Reporting: Prepare and manage documentation, including mail and courier labels, expense reports, and service reports
- Reception Duties: Receive visitors, answer and direct calls, handle the reception of packages, and distribute access cards to new joiners
- Logistics and Secretarial Support: Provide logistics support for in-market teams and secretarial support for the leadership team
- Office Services Coordinator Support: Provide support to the team working in partnership with the Office Services Coordinator On-Site
- Errands: Perform errands when needed
- Emergency Brigade Participation: Act as a key member of the office emergency brigade, ensuring preparedness and response capabilities
- Vendor and Strategic Partner Management: Support the OM during the negotiation of contracts, oversee service delivery, and conduct regular performance reviews with strategic partners, leasing companies, vendors, and suppliers
- Parking and Locker Management: Coordinate parking facilities and locker assignments for employees and visitors
- Sustainability Initiatives: Implement and promote sustainable and eco-friendly practices within the office
- Collaboration and Communication: Promote teamwork and effective communication at all organizational levels to ensure coordinated efforts in facilities management
- Professional Development: Engage in professional facilities management training to stay updated on industry standards and best practices#
Skills and Experience:
- A bachelor’s degree or strong relevant experience in facilities and office management is required, preferably within a service center, law firm, or professional services environment
- Strong communication, organizational, and problem-solving skills
- Strong English skills written and spoken other additional languages are appreciated
- Strong technical capabilities across MS Office Suite (i.e., Word, Excel, Outlook, Access, PowerPoint. Familiarity with ServiceNow and Power Automate App is not required but is highly regarded
- Work requires continual attention to detail in completing assignments
- Strong analytical ability is required to find solutions to various technological and administrative issues
- Able to engage with key external stakeholders, brokers, and vendors
- Organized, and detail-oriented with project management skills and the ability to balance competing priorities in a time-sensitive environment
- High level of discretion, diplomacy, and a commitment to maintaining the highest level of confidentiality
- Strong entrepreneurial skills and business-focused mindset to effectively drive operations in a diverse and multicultural environment
- Flexible in working hours may be required, as the dynamic nature of facilities and office services can lead to varying demands