Responsibilities
- Document Management:
- Create and distribute keys to access office spaces.
- Check and process transfer documents reports, ensuring they are signed by employees and uploaded to the relevant spreadsheet.
- Prepare and update spreadsheets for broken equipment, coordinating repair and maintenance as necessary.
- Database Maintenance:
- Prepare and maintain the database of equipment assigned to employees.
- Update the database with new information as equipment is issued or returned.
- Operations Support:
- Assist with various operational tasks as directed by the Operations team.
- Communicate with suppliers on behalf of the Operations team
- Provide general office support to ensure the smooth operation of the office environment.
- Logistics and Material Handling:
- Manage sending and receiving packages.
- Distribute materials to recruiters as required.
- Administer packages, ensuring proper tracking and distribution.
- Register new employees and guests from HQ, ensuring proper documentation and access are provided.
- Transport broken computers and other equipment to customer service for repair.
- Handle laptop deliveries to employees and maintain records of distributions.
- Snack Administration:
- Manage snack inventory and distribution within the office.
- Ensure snacks are replenished and available for employees.
- Meet and Greet:
- Meet new employees and guests, providing them with necessary information and assistance.
- Address other specific needs of the office, ensuring a welcoming and efficient environment for all staff and visitors.
- Assistance with the upholding events with HQ if necessary
- Meeting-rooms reservation
Daily Routine Assistance:
- Support other daily routine tasks of the Operations department as needed.
- Provide general assistance to ensure the smooth operation of the department.
- Timely Resolution of Facility and IT-related Issues:
- Address facility and IT-related issues promptly to maintain a conducive work environment.
- Ensure that office spaces are well-maintained and that the IT infrastructure is reliable.
- Facilitate a work environment where employees can focus on their core responsibilities without unnecessary distractions.
- Contribute to boosting employee satisfaction and productivity through efficient resolution of operational issues.
Qualifications
- Strong organizational and multitasking abilities
- A trainee must be bilingual in English and Spanish.
- Attention to detail and accuracy in managing documents and databases.
- Good communication skills for interacting with suppliers, employees, and other stakeholders.
- Basic knowledge of spreadsheets and database management.High knowledge of MS Office, G Suite
- Ability to handle physical tasks such as transporting equipment.
- Proactive attitude and willingness to learn and assist in various operational tasks.
- Ability to adapt to strict deadlines
- Reporting Structure: The Operations Trainee will report to the LATAM Senior Operations Manager and will work closely with the entire Operations team.