Office Administrator

About the Role

The Office Administrator works independently and collaboratively to provide administrative and executive support to the employees of the Panama office. In this role you will be responsible for the successful execution of all daily office activities and initiatives. As the Office Administrator, you will perform various clerical tasks including replying to emails, preparing documents, and directing guests, while facilitating effective and professional communication within the office. 

Reports to: General Manager

Pay Classification: Full-Time 

Responsibilities

• Coordinate and facilitate office activities and operations based on company policies
• Manage agendas, travel arrangements, hotel reservations, seminar registrations, and appointments for management
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support record keeping procedures
• Create and update records on employees and other data
• Track inventory of office supplies and place orders when necessary
• Assist colleagues whenever necessary as assigned by supervisor
• Create and update records and databases with personnel, financial and other data
• Maintain appointment calendar for Panama activities
• Provide support for the accounting department
• Administer accounts payable and expense reports for office expenses employees
• Ship packages and documents locally and internationally, assisting with FedEx and other courier shipments
• Schedule appointments and meetings with other departments and external contacts
• Reserve meeting space, arrange for audio/visual equipment, and publish agendas
• Prepare memos, letters, reports, presentations, and other business correspondence, either independently or from written/verbal instructions
• File and retrieve corporate documents, records, and reports
• Organize company events and conferences
• Oversee adherence to office policies and procedures
• Prepare expense reports and track processing of all expense reports, check requests, and purchase requisitions.
• Ensure confidential handling of information and use sound judgment to independently complete a range of special projects
• Distribute mail, answer phones, and ensure seamless flow of information
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
• Exercise initiative, diplomacy, collaboration with other departments, tact, and a high degree of professionalism and loyalty
• Serve as administrative support to the HR/legal department.

Minimum Qualifications

EXPERIENCE

• 3 years of experience with general office responsibilities
• 5 years of experience with administrative tasks preferred

SKILLS

• Ability to meet deadlines with a high degree of motivation
• Ability to work individually as well as collaboratively
• Demonstrate capabilities with moderate supervision.
• Strong interpersonal skills with a service-oriented mindset 
• Detail oriented and organized in completing tasks
• Proactive, anticipating roadblocks, and offering solutions
• Ability to manage multiple work streams simultaneously as well as react to shifting priorities
• Strong composition, grammar, and business language skills in English and Spanish
• Strong communication and interpersonal skills with the ability to effectively communicate with all levels of management, other departments, and both internal and external stakeholders
• Ability to coordinate complex travel schedules and plan/coordinate meetings and events
• Excellent judgment in handling confidential, legal, and sensitive information
• Knowledge off full Microsoft Office Suite

About A-LIGN

A-LIGN is the leading provider of high-quality, efficient cybersecurity compliance programs. Combining experienced auditors and audit management technology, A-LIGN provides the widest breadth and depth of services including SOC 2, ISO 27001, HITRUST, FedRAMP, and PCI. A-LIGN is the number one issuer of SOC 2 and HITRUST and a top three FedRAMP assessor. To learn more, visit a-lign.com. 

Come Work for A-LIGN!

Apply online today at A-LIGN.com and learn about life at A-LIGN by following us on LinkedIn

A-LIGN is an Equal Opportunity Employer! Minorities, women, disabled, and veterans encouraged to apply