Job Summary:
The Office Administrative Assistant/Receptionist provides comprehensive support to employees and guests in the Ferrovial US corporate office. This role includes front desk responsibilities, administrative support, meeting and travel coordination, office supply and vendor management, and general office upkeep. This position is a temporary contract role.
Key Responsibilities:
• Greet visitors and manage front desk operations with professionalism and a positive attitude.
• Answer and direct incoming calls appropriately.
• Coordinate conference room calendars and internal meeting logistics.
• Manage travel arrangements, calendar scheduling, and expense reports for directors.
• Maintain the break room and ensure supplies are stocked (including dishwashing and restocking refrigerators).
• Process office purchases via Amazon, Instacart, and other web-based platforms.
• Support office vendors and service providers (e.g., Nespresso, Canteen, Very Trust).
• Perform general clerical duties (e.g., filing, scanning, photocopying, binding presentations, mail distribution).
• Provide backup support to other administrative assistants and the Office Manager.
• Assist with coordination of corporate events and internal activities.
• Support the Security and General Services team with administrative tasks.
Desirable Experience:
• 2+ years of experience in office administration, including calendar and travel coordination, event support, and expense reporting.
• Proven ability to perform receptionist duties in a fast-paced, professional environment.
Skills & Competencies:
• Strong organization and multitasking abilities.
• Excellent verbal and written communication skills.
• Professional demeanor, discretion, and interpersonal skills.
• Self-starter with the ability to manage priorities and meet deadlines.
• Bilingual (English-Spanish) is a plus, but not required.
Technical Proficiency:
• Proficient in Microsoft Office Suite (Outlook, Teams, Excel, Word, PowerPoint).
• Comfortable navigating web-based tools for purchasing and scheduling.
Work Environment & Physical Requirements:
• Primarily an office environment with a quiet noise level.
• Must be comfortable speaking frequently with guests and vendors.
• Regular physical tasks: walking, bending, standing, lifting (up to 30 lbs) for restocking supplies.
• Occasional movement of office items or meeting/event setups.
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