The Bilingual Receptionist will manage and ensure the smooth operation of front desk services, client communication, and operational tasks of the Office Services department. This role is crucial to support the workflow of the Buenos Aires Center and its employees. The role holder should be proficient in both English and Spanish, as they will serve as the initial point of contact for visitors and provide assistance in both languages. They will also assist the Office Services department with daily operations, ensuring a functional and welcoming office environment.
Responsibilities: ServiceNow Queue Monitoring: Monitor the ServiceNow queue and resolve cases per the SLAs of the Buenos Aires Center Office Services serviceEvent and Meeting Support: Assist with planning and supporting events, including catering services, booking rooms, and technical testingVisitor Support: Offer exceptional care to global visitors, including reception, guidance, and assistance throughout their visitOnboarding and Offboarding Support: Provide support for the onboarding of new employees and the offboarding of departing staff, ensuring a smooth transitionProcurement and Office Assistance: Handle procurement processes and provide general office assistance to ensure all office needs are metCommunication Management: Update contact information, send email reminders, and manage internal communications effectively when requestedDocumentation and Reporting: Prepare and manage documentation, including mail and courier labels, expense reports, and service reportsReception Duties: Receive visitors, answer and direct calls, handle the reception of packages, and distribute access cards to new joinersLogistics and Secretarial Support: Provide logistics support for in-market teams and secretarial support for the leadership teamOffice Services Coordinator Support: Provide support to the team working in partnership with the Office Services Coordinator On-SiteErrands: Perform errands when neededEmergency Brigade Participation: Act as a key member of the office emergency brigade, ensuring preparedness and response capabilitiesVendor and Strategic Partner Management: Support the OM during the negotiation of contracts, oversee service delivery, and conduct regular performance reviews with strategic partners, leasing companies, vendors, and suppliersParking and Locker Management: Coordinate parking facilities and locker assignments for employees and visitorsSustainability Initiatives: Implement and promote sustainable and eco-friendly practices within the officeCollaboration and Communication: Promote teamwork and effective communication at all organizational levels to ensure coordinated efforts in facilities managementProfessional Development: Engage in professional facilities management training to stay updated on industry standards and best practicesSkills and Experience: A bachelor's degree or strong relevant experience in facilities and office management is required, preferably within a service center, law firm, or professional services environmentStrong communication, organizational, and problem-solving skillsStrong English skills written and spoken; other additional languages are appreciatedStrong technical capabilities across MS Office Suite (i.e., Word, Excel, Outlook, Access, PowerPoint). Familiarity with ServiceNow and Power Automate App is not required but is highly regardedWork requires continual attention to detail in completing assignmentsStrong analytical ability is required to find solutions to various technological and administrative issuesAble to engage with key external stakeholders, brokers, and vendorsOrganized, and detail-oriented with project management skills and the ability to balance competing priorities in a time-sensitive environmentHigh level of discretion, diplomacy, and a commitment to maintaining the highest level of confidentialityStrong entrepreneurial skills and business-focused mindset to effectively drive operations in a diverse and multicultural environmentFlexible in working hours may be required, as the dynamic nature of facilities and office services can lead to varying demands
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