Reception & Facilities Assistant

Oversee incoming and outgoing correspondence, ensuring accurate tracking of all sent and received letters, packages, documents, etc.
Support visitors during their stay in the Office providing information and guiding office processes.
Updates Office Microsite and all relevant information regarding office information visible to other users
Send official communications to all staff: birthday congratulations, office maintenance notices, building notices, etc.
Coordinate transportation, couriers and reservations as requested.
Manage parking lots and keeps tracking of parking tickets and expenses.

FACILITIES
Manage and coordinate with cleaning and coffee service staff to ensure office cleanliness and customer service excellence, while monitoring their schedules, including leave, vacations, and overtime.
Ensure the office is supplied with snacks, pantry essentials, cleaning, first aid, and office materials, maintaining an adequate inventory and securing competitive pricing.
Purchase office food (lunch, breakfast, etc) and manage office gatherings supporting the staff meetings.
Ensure the office meeting rooms, spaces and parkings are well distributed and assigned to BCGers and visitors and act as a power user of reservation platforms.
Supervise and follow up office preventive maintenance plan and corrective measures.
Oversees vendor-performed maintenance, ensures schedule compliance, reviews completed work, and signs off on vendor reports.
Decorate the office for special occasions (Halloween, National Holidays, New Year, BCG Anniversary, Christmas, etc.)
Manage facilities' expenditures and ensure compliance with budget constraints.
Ensure the office looks tidy, organized and decluttered
Manage accurate inventory of operational supplies and oversee key mapping for all office keys, including the assignment and administration of lockers and additional office storage solutions.
Have a comprehensive knowledge of the office dossier to quickly address facility-related inquiries and issues.
Searches the market for new vendors in order to request new services needed in the area.
Coordinates with Procurement to regsiter new vendors or to draft purchase orders.
Follow up vendor's invoices and initial approval level on Palette
Troubleshoots any issue with vendors and the procurement and/or payment process ensuring they adhere to BCG procedures

SAFETY & SECURITY
Provides support in Safety & Security as a member of the emergency brigade, IRT and/or any other security team they may conform.
Coordinates with the security advisor to monitor the annual safety and security plan, ensuring all actions are executed and adhere to compliance standards.
Makes sure the office is free from any risk that may impact in safety & security of staff.
Provides support to Safety & Security trainings and initiatives.

YOU BRING (EXPERIENCE & QUALIFICATIONS)

2+ years of experience in reception, operations, business services or facilities
Technical education or higher
Strong written and verbal communication skills, both in Spanish and English
Customer Service Excellence: Exceptional ability to engage with visitors and staff in a friendly and professional manner, ensuring a positive first impression and ongoing satisfaction.
Communication Skills: Strong verbal and written communication abilities to effectively convey information, handle inquiries, and maintain clear and effective correspondence.
Organizational Skills: Proficiency in organizing tasks, managing front desk activities, and supporting facility management operations with attention to detail.
Problem-Solving: Capability to identify and resolve issues promptly, whether they relate to visitor management, facility concerns, or administrative challenges.
Adaptability and Flexibility: Ability to adapt to changing circumstances, handle diverse tasks, and respond to unforeseen challenges with a positive attitude.
Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite), facility management systems, and general office equipment.
Interpersonal Skills: The skill to interact effectively with a diverse range of individuals, including employees, visitors, and external service providers.
Initiative and Proactivity: Willingness to take initiative in improving front desk operations and facility management practices, and proactively addressing potential issues.
Teamwork: Ability to work collaboratively with the facility management team and other departments to ensure a cohesive approach to workplace management.
Knowledge of Facility Management: Understanding of basic facility operations, maintenance protocols, and security procedures to support the facility management team effectively.
Attention to Detail: Keen attention to detail in all aspects of work, from managing communications to overseeing the appearance and functionality of the reception area and facilities.
* Confidentiality and Discretion: Ability to handle sensitive information with confidentiality and discretion, particularly regarding company operations and visitor information.

YOU'LL WORK WITH
Our business management and operations team members work to ensure that BCG is running smoothly, efficiently, and productively. We are made up of executive and administrative (or case team) assistants, visual service artists, receptionists, facilities staff, and the team leaders and office coordinators who manage these operations and business management jobs.