OFFICE MANAGER & TEAM ASSISTANT
Cubico Sustainable Investments is one of the world’s leaders in providing renewable energy across the Americas, Europe and Australia.
SKILLS, KNOWLEDGE AND EXPERTISE
• High school diploma, education in secretary or similar would be valuable.
• Must be fluent in English and Spanish (written and spoken).
• Excellent IT knowledge, particularly Microsoft Office (Word, Excel, PowerPoint, Outlook and Teams are a must).
• Previous work experience performing similar tasks to the ones described in main responsibilities.
MAIN RESPONSABILITIES
An opportunity has arisen to join the Cubico team, as the Office Manager in our Uruguay office. The role will be responsible for supporting the team, organizing and managing office operations, build relationships with diverse stakeholders internally and externally. A high degree of flexibility is required to respond to shifting priorities and ad hoc tasks as required.
Key Responsibilities
Managing all items related to the offices in Uruguay including:
Front of House
• Meeting and greeting visitors, making teas/coffees.
• Preparing meeting rooms for meetings, maintaining meeting rooms tidy and presentable.
• Assigning rooms to meetings.
• Answering incoming calls efficiently and politely.
• Ordering and planning for lunch / breakfast meetings in the office.
General Office Management
• Keeping the office tidy and well-organized.
• Ensuring the office is adequately stocked with stationery, kitchen and toilet supplies etc.
• Maintaining the coffee machine throughout the day.
• Liaising with the landlord and / or building manager on any office, building and security related matters.
• Arrange building passes for employees and visitors.
• Overseeing and managing suppliers' contracts for the office, including gas, electricity, internet, cleaning, waste management, mobile phones, and printers, while liaising with them as needed.
• Handling any issues or concerns that arise with the travel agency.
• Liaising with the IT Team to ensure any IT issues are resolved, assisting with IT equipment set-up for new joiners (monitors, laptops, mobile phones).
• Dealing with any issues in terms of building maintenance as required.
• Arranging courier services.
• Distributing incoming mail and sending outgoing mail.
Administrative Assistance
• Providing diary management to Country Head.
• Supporting Country Head with any required ad hoc tasks.
• Planning travel ahead and making travel arrangements / bookings according to the company policy.
• Managing monthly credit card expense reports on Certify system, including gathering and collating receipts and filling in the relevant information on the system.
• Acting as a culture ambassador for the office.
• Ordering business cards.
• Assisting with Accounts Payable.
• Assisting with enrolment of new hires.
• Performing the hardcopy documentation management of the company.
• Liaising and collaborating with office managers in overseas offices regarding: travel changes, flights, hotel, taxi bookings and itineraries, working on improving office standards.
• Collaborate with colleagues reviewing third party relationships, arranging events and project implementation.
Events
• Arranging internal and external lunches / dinners, team offsites and celebrations.
• Coordinating and participating in ESG activities, including traveling to the countryside as needed.
• Support Country Head in communication and sponsoring activities.
Health & Safety
• Maintaining Health and Safety standards and act as Fire Warden and First Aider.
• Arranging regular testing of electrical equipment and safety devices.
El presente llamado se encuentra comprendido por lo dispuesto en el Art. 1 de la Ley Nº 19.691 sobre promoción del trabajo para personas con discapacidad.
