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Hybrid in Mexico: Guadalajara
Office and Facilities Management
& 2 others
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We are seeking a Facilities Trainee to join our team and assist in managing daily office operations. In this role, you will ensure the efficient functioning of facilities while creating a welcoming and organized environment for employees and visitors. This position offers the opportunity to collaborate with various stakeholders and gain practical experience in office management, honing your organizational, administrative, and communication skills in a dynamic setting.
Responsibilities
- Greet and assist guests, ensuring they are introduced to the appropriate contacts
- Monitor and replenish office supplies to maintain adequate inventory levels
- Support employees with access badge requests, activations, and troubleshooting
- Maintain accurate visitor logs and records for the office
- Oversee parking coordination and manage ticket validations for employees
- Handle front-desk administrative responsibilities and activities
- Identify and evaluate potential vendors based on office requirements
- Manage office facilities, including overseeing maintenance and repair tasks
- Coordinate with vendors and service providers to address facility-related issues promptly
- Handle sensitive information with confidentiality and professionalism
- Maintain and update records of office-related expenses and costs
- Collaborate with internal teams to plan and execute office events and activities successfully
- Document and implement new office processes to enhance efficiency and organization
- Develop materials to share updates about office activities through internal communication channels
- Create monthly reports to analyze and track facilities operations and expenses
Requirements
- Proficiency in English at a B1+ level or higher, enabling effective communication with employees, vendors, and visitors
- Familiarity with Microsoft Office tools, including Word, Excel, and PowerPoint, for managing documents, data, and communication
- Ability to handle multiple tasks, prioritize responsibilities, and maintain inventory levels for office supplies
- A strong sense of responsibility and ownership over assigned tasks and duties
- Capability to work independently and collaborate effectively in a dynamic and fast-paced environment
- Adherence to consistent attendance and work schedules
- Strong written and verbal communication skills for professional interactions
- A professional appearance and demeanor when representing the office
- Resilience and a proactive, detail-oriented, and communicative approach to work
- Ability to handle confidential information with care and professionalism
- Currently completing the final semester of university studies in Administration or a related social science field