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Onsite Office Coordinator

hace 1 mes

Heredia, Costa Rica First Factory, Inc. A tiempo completo

As First Factory's onsite Office Coordinator you'll be responsible for the coordination of the operation of our office.
Duties will involve greeting visitors, answering incoming phone calls, purchasing office supplies, 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 work alongside other departments 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**
- Cooperate with the Human Resources Department in 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.
- Coordinate the cleaning staff in the office
- Provisioning snacks and food in the office
- Work alongside teams to coordinate 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 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: profile archiving and equipment return
- Handle classified and sensitive information about employees, company, clients and stakeholders
- Management of Petty Cash
- Work alongside the Business Operations, Finance, Human Resources, and IT Departments to ensure the smooth operation of the office

**Events**
- Provide general support to visitors
- Welcoming clients and guest to the office, fostering a culture of belonging and appreciation
- Take ownership of birthday, 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
- Hands on experience working with providers, logistics and other third party facilities services
- Strong organizational skills
- Knowledge of stock management, forecasting, 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