Office Coordinator/Admin

hace 3 semanas

Santiago, Metropolitana, Chile Atheneum Partners Latinoamerica S.A. A tiempo completo

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Are you a problem solver and a fast learner? Would you enjoy working in a fast-paced, entrepreneurial environment? Do you want to be part of a diverse and driven team striving for excellence? If the answer is yes, then keep reading

Who We Are:

Atheneum is a leading global insights platform servicing various clients including distinguished strategy consulting firms, renowned investment houses and well known global corporations. Our mission is to provide faster insights to empower our clients' decision making. Through our AI capabilities we accelerate the decision-making of our clients by connecting them to the world's top professionals and industry leaders.

Atheneum is growing rapidly, with 500+ professionals in 11 offices across the US, South America, APAC and EMEA.

Please note: Full professional English proficiency is a mandatory requirement for this role. There will be no exceptions or flexibility regarding this qualification. Please apply with the English version of your resume.

Job Summary: The Office Coordinator/Admin will manage office operations, provide administrative support, and handle various financial tasks. This role requires excellent organizational skills, attention to detail, and the ability to handle varied tasks in a dynamic environment.

Key Responsibilities:

  1. Prepare cash flow reports for Berlin HQ.
  2. Manage transfers, payments, and currency exchange with Banco de Chile.
  3. Process payments to vendors and stakeholders.
  4. Generate client invoices for LATAM projects and collect payments in alignment with the local tax advisor.
  5. Maintain Accounts Receivable financial records for the local accountant.
  6. Create intercompany and client invoices in alignment with the local tax advisor.
  7. Process payroll payments and PREVIRED payments via Banco de Chile.
  8. Handle social security and insurance payments.
  9. Manage tax and social security payments.
  10. Upload net payroll via bulk payment through Banco de Chile.
  11. Integrate payroll data into the global payroll report format.
  12. Process office-related payments.
  13. Maintain an overview of invoices and credit notes sent to clients and HQ.
  14. Maintain expenses and receivable reports.
  15. Maintain bank statements.

Human Resources:

  1. Support the People Business Partner in creating employee contracts, amendments and other HR documents.
  2. Prepare payroll lists and validate payroll data.
  3. Generate and distribute pay slips.

Rental and Facility Management:

  1. Handle rental agreements and facility management tasks.
  2. Manage the day-to-day operations of the Santiago office, ensuring a clean, organized, and functional workspace.
  3. Oversee office snack and supply inventory and ensure the office is well-stocked.
  4. Manage office budgets and expenses in collaboration with relevant teams.

Qualifications:

  1. Proven experience in office coordination, finance administration, or a similar role.
  2. Strong knowledge of office procedures and basic accounting principles.
  3. Proficiency in MS Office (Word, Excel, Outlook) and accounting software.
  4. Excellent organizational and time-management skills.
  5. Strong communication and interpersonal skills.
  6. Attention to detail and problem-solving abilities.
  7. Ability to work independently and as part of a team.
  8. Fluent in English is a must.

What we offer:

  1. Employee benefits and discounts at "Atheneum Club".
  2. 10 administrative days per year as per internal regulations.
  3. Additional annual leave allowances per year of tenure (up to 5 years).
  4. Regular team breakfasts, lunches, and team gatherings.
  5. Competitive salary and benefits package.
  6. Opportunities for professional development and growth.
  7. Positive and collaborative work environment.

Here at Atheneum, diversity and inclusion is not just part of our culture, it is ingrained in our DNA. We do not discriminate in any way when assessing applications.

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