Office Administrator

About the Position

We are seeking an Office Administrator to manage administrative tasks and ensure efficient office operations at Montran Ecuador in Quito.

Responsibilities

• Coordinate maintenance and necessary repairs within the office space
• Handle the procurement of office supplies, materials, and other requirements
• Manage and review expense reports in accordance with internal procedures
• Greet visitors and direct them to the appropriate departments or individuals
• Answer telephones and respond to inquiries via telephone or email in a professional manner
• Book meeting rooms, set up conference calls, and take messages and minutes during meetings
• Plan and coordinate corporate events, training sessions, and meetings, in collaboration with other areas
• Research and negotiate with providers for general events such as training sessions, team building, celebrations, etc.
• Manage logistics, budgets, and vendors for event execution
• Responsible for managing the entire process of travel planning, including booking and confirming airline tickets, hotel accommodation, and coordinating the activation of corporate credit cards
• Ensure all necessary travel documents, such as passports and visas, are valid and up to date
• Prepare and manage correspondence, reports, and documents
• Translate documents, emails, and internal or external communications as needed
• Oversee the cleaning staff, ensuring their attendance and performance align with company standards
• Manage the procurement and inventory of cleaning supplies to ensure the office is adequately stocked
• Provide administrative assistance to the Human Resources and Corporate Engagement department
• Manage the submission process for invoices and insurance claim forms to ensure timely reimbursements
• Responsible for negotiating and managing the annual renewal of the company’s private insurance plan
• Oversee the petty cash fund, ensuring it is used appropriately and maintained
• Aid the accounting department with various tasks as needed
• Maintain confidential department files/records

Requirements

• Bachelor’s degree in Business Administration / Commercial Engineering / Finance Engineering
• Exceptional written and verbal communication skills
• Excellent negotiation skills for dealing with vendors and managing purchases
• Advanced working knowledge of Microsoft Office tools (Word, Excel, PowerPoint)
• Organized and professional demeanor
• Excellent time-management skills and ability to multitask
• Team-oriented and able to work in a collaborative environment
• Well-developed interpersonal skills
• Proactiveness and problem-solving skills in managing administrative operations
• Spoken and written English fluency (B2)

We Offer

• Opportunity to work in a dynamic and growing company
• Competitive salary
• Professional growth and development opportunities

About the Company

Montran Ecuador is a leading company in its field, dedicated to providing top-notch services and solutions. We value our employees and strive to create a supportive and collaborative work environment.