Onsite Office Manager

hace 3 semanas

Heredia, Costa Rica First Factory A tiempo completo

As First Factory’s onsite Office Manager you’ll be responsible for the general operation of our office. Duties will involve greeting visitors, answering incoming phone calls, purchasing office supplies, and supervising our office staff to ensure maximum productivity. You’ll also be in charge of planning and executing internal events such as celebrations, team buildings, and onsite lunches.
To be successful in this role, you will need to have prior experience in office administration. Ultimately, you’ll need to be able to ensure the smooth running of the office and help to improve the company's day-to-day operation. This is an onsite role, so you’ll be required to be at the office all weekdays.

**Main Responsibilities**:
**Facilities**
- Overseeing general office operation and maintenance, including communication with the building manager, maintaining a guest log, managing parking and hot desk reservations, maintenance of ACs, Water Machines, Grease Traps, etc.
- Directing the cleaning staff in the office
- Liaison between employees and IT / Cleaning
- Provisioning snacks and food in the office
- Internal supply management and provisioning
- Be a point of contact for logistics and deliveries of equipment, packages, and other supply needs
- Manage and coordinate delivery of SWAG and other items to employees

**HR**
- Creating employee profiles in BambooHR & Google Drive
- Creating and maintaining physical files and organizing and digitizing files
- Onsite onboarding of new employees, including key card, badge, key, and bank account opening letter issuance
- Attend the needs of onsite employees
- Onsite offboarding of leaving employees, including final review, profile archiving, and equipment return
- Handle classified and sensitive information about employees, company, clients, and stakeholders
- Management of Petty Cash

**Events**
- Provide general support to visitors
- Welcoming clients and guests to the office, fostering a culture of belonging and appreciation
- Take ownership of birthdays, holidays, and in-office celebrations (including food provisioning and decoration)
- Coordination of in-office team lunches and team-building activities

*
Previous experience in similar roles, preferably in Technology Companies
- Excellent written and spoken English
- Knowledge of office management systems and procedures
- Experience organizing and implementing internal events
- Hand-on experience working with providers, logistics, and other third-party facilities services
- Strong organizational skills
- Knowledge of stock management and forecasting
- Knowledge in budget management and reporting
- Excellent time management skills and ability to multitask and prioritize work
- Attention to detail and problem-solving skills
- Proficiency in Google Docs (GSUite) or similar

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