Reception Assistant

Description

Position Summary: A prominent company is seeking a Reception Assistant to manage reception, internal/external communications, executive scheduling, and general administrative support. Key Responsibilities: 1. Manage visitor reception and attendance. 2. Administer internal and external communications. 3. Provide administrative support for various processes. A reputable company engaged in the manufacturing and distribution of rubber and metal parts and components for automobiles and general industry requires a Reception Assistant to join its team in Mosquera, Cundinamarca. Main Responsibilities · Receive and announce visitors in accordance with the visitor entry, stay, and exit control procedure. · Promptly and effectively handle the company’s PBX, routing calls to the appropriate department, taking messages, and providing basic information. · Manage the company’s primary email accounts, channeling information to the relevant process and following up when a response is required. · Maintain the company’s telephone directory up to date. · Organize, prepare, and confirm executives’ schedules (commitments, meetings, calls, etc.). · Draft internal and external communications (letters, minutes, memoranda, etc.). · Maintain the assigned information bulletin board organized and up to date. · Receive, register, and distribute internal and external correspondence to the company’s various departments. · Archive, control, and preserve physical and magnetic records under their responsibility, in accordance with the records control procedure. · Update the Legal Books according to received updates and maintain custody thereof. · Respond to administrative support requests from various departments. · Manage and control the petty cash fund in accordance with the established guidelines. · Process payments for public and private services, verifying due dates and requesting duplicates if not received. · Prepare monthly comparative reports on public utility and telecommunications consumption costs, identifying significant increases and implementing corrective actions if necessary. · Periodically submit reports on consumption and related management to the Administrative and Financial Director. · Maintain records of borrowing and returning shared equipment, such as the pressure washer. · Ensure proper operation of the PBX, telephone switchboard, and internet access, promptly reporting any failures or anomalies. · Perform other duties assigned by the immediate supervisor, consistent with the nature of the position. Requirements: * Technical degree in Administrative or Secretarial fields General Conditions: · Availability from Monday to Saturday Type of Position: Full-time Work Location: On-site employment Work Location: On-site employment