Work Schedule
Environmental Conditions
Job Description
The Receptionist (Bilingual) is responsible for providing a professional, welcoming, and efficient experience for employees, visitors, vendors, and other guests while ensuring the effective day-to-day operation of the corporate reception area.
This role serves as the first point of contact for the site and provides administrative and operational support to Procurement and Facilities activities. The position requires strong customer service, organization, follow-through, and the ability to manage multiple priorities in a dynamic corporate environment.
Key Responsibilities
Reception & Visitor Services
- Welcome employees, visitors, vendors, and guests in a professional and courteous manner.
- Manage incoming phone calls, emails, correspondence, courier services, and package deliveries.
- Coordinate visitor access in accordance with established site security and access-control procedures.
- Maintain accurate visitor logs and reception records.
- Provide a consistently positive and professional experience aligned with company service standards.
- Maintain the reception area organized, presentable, and ready to support daily business activities.
Administrative & Office Support
- Support the day-to-day operational needs of the office, including meeting rooms, office supplies, pantry/cafeteria services, and general workplace requirements.
- Assist with the coordination of meetings, internal events, and corporate activities.
- Prepare, update, and maintain administrative reports, trackers, databases, records, and files.
- Respond to routine requests related to daily site operations and coordinate with the appropriate teams when additional support is required.
- Maintain accurate and organized documentation in accordance with established procedures.
Procurement Support
- Support the administrative follow-up of purchase orders and related documentation.
- Assist with invoice tracking, vendor documentation, and transactional records.
- Maintain accurate administrative controls in accordance with established processes.
- Follow up on routine transactional requests and coordinate with internal stakeholders and external vendors as needed.
Facilities Support
- Assist with the coordination and monitoring of general office services, including cleaning, maintenance, and other site services.
- Track facility-related requests and incidents and escalate issues requiring specialized attention.
- Support communication and follow-up with site service providers and vendors.
- Assist with activities that contribute to a safe, functional, organized, and welcoming workplace environment.
Execution & Follow-Through
- Manage assigned activities from initiation through completion, ensuring timely and accurate follow-up.
- Keep relevant stakeholders informed of progress, open items, and potential delays.
- Resolve routine operational matters within established procedures and escalate exceptions when appropriate.
- Manage multiple priorities while maintaining accuracy, attention to detail, and a high level of service.
Qualifications
Education
- Technical degree or Bachelor's degree in Business Administration, Office Administration, Business Management, or a related field preferred.
- Certifications in office administration, customer service, or related areas are a plus.
Experience
- Minimum of 1 year of experience in corporate reception, customer service, office administration, or a related role.
- Experience supporting vendor coordination, administrative documentation, office services, or facilities activities is preferred.
- Experience working in a multinational or corporate environment is a plus.
Technical Skills
- Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Familiarity with visitor management and access-control systems preferred.
- Ability to operate standard office equipment and address basic day-to-day operational issues.
- Ability to quickly learn internal systems, tools, and corporate processes.
Languages
- Intermediate to advanced English proficiency, with the ability to communicate effectively both verbally and in writing.
- Portuguese language is a plus.