Receptionist, Administrative Assistant

Description

The key responsibilities of this position are:

· Receptionist tasks

o In charge of the ALMA Switchboard and regular clerical reception duties

o Attention of local and international visitors and contractors

o Official correspondence and pouch reception, and distribution

o Coordination and follow up of items sent to maintenance

o Coordination of the Administration Support /Handy Man

o Office supplies hand out and stock up

o Courier coordination

o Access control support.

o Print ALMA Cards and assign access

· Administrative support

o Preparing standard reports (maintenance visits, office supplies, cleaning evaluation)

o Keeping up to date relevant SCO and OSF calendars and other internal informational systems based on requests from the ADA management.

o Assisting SCO and OSF staff to set up meetings and meeting calendars

o Assisting ADA with maintenance coordination

o Assisting the ADA SCO and OSF with the purchasing process by quoting required products and/or services. Create PRs, keep track of pending approvals, payments, and deliveries.

o Assisting ADA SCO and OSF with Navision related matters (PRs, TCs)

o Follow up on pending maintenance services, product deliveries, updating maintenance calendars, among other things, supporting them with the corresponding correspondence

o Assisting the SCO and OSF with meeting coordination, linking requirements with services of the cleaning company

o Administrative support to other areas.

o Inventory Control

o Administrative Support for the various meetings held at SCO and OSF.

o Support the Logistics team

· Hospitality Support

o Monthly support in Reception and Front Desk tasks at Hospitality OSF.

· Travel support

o Support to ALMA Travel related travel requirements

o Entry of trips and daily passes in the travel logistics software

o Request, update and/or cancel all taxi requirements for ALMA Staff

o Support in the Purchase of Air Tickets

Requirements

• Minimum Requirements

o Technical studies as administrative assistant or equivalent experience.

o 2 years of work experience in a similar position.

o Excellent application software knowledge, including: spreadsheets, word processing, presentation tools, and use of web-based applications (e.g., task tracking systems and web-based calendars).

o English – Medium to advanced level (B1 level minimum).

o Spanish – Fluent.

WORKING CONDITIONS:

• This is a two-year contract, renewable on a yearly basis.
• The position is based at the ALMA Santiago Central Offices (SCO) during regular working hours from Monday to Friday (5X2), with a monthly trip to the ALMA Operations Support Facility (OSF) from Monday to Friday (5X2) and if required (8x6). The candidate must have health conditions compatible with travel requirements and rotating shift schedules if needed.

Deadline for applications:
Monday, February 23rd, 2026 at 12:00 pm Chile time

ALMA Values

An important element in any successful employment relationship is harmony in values between an organization and its people.

The ALMA Values are:

Excellence

Respect and Diversity

Collaboration

Care

Applicants to any ALMA role are asked to reflect on their affinity with these values and advised they may be asked about them if called for an interview.

Diversity

ALMA has established diversity as an important value of the Organization, is committed to providing an equal opportunities environment, and is actively seeking to promote a diverse, equitable, and inclusive workforce, irrespective of gender, age, disability, sexual orientation, ethnicity, or religion.

Este aviso se publica dentro del marco de la Ley N° 21.015, que incentiva la inclusión de personas con discapacidad al mundo laboral.

This notice is published within the framework of Law No , which encourages the inclusion of people with disabilities in the world of work.