Administrative Assistant at Red Bull

Panama City, Panamá Province, Panama -

Full Time

Start Date

Immediate

Expiry Date

05 Jun, 26

Salary

0.0

Posted On

07 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Coordination, Organization, Attention To Detail, Communication, Problem Solving, Initiative, Judgment, Discretion, Time Management, Numerical Data Handling, Spreadsheets, Microsoft Office

Industry

Food and Beverage Services

Description

Company Description Provide administrative support to ensure efficient operation / the office runs smoothly and efficiently managing confidential and time sensitive material. Job Description OFFICE ADMINISTRATION Cover the reception desk greeting visitors and providing them support. Distribute mail Prepare internal communications about operational aspects of the office General supervision of daily performance of the external services related to the operability of the office: cleaning services, gardening, courier and recycling. Maintain complete stock of all office supplies and accuracy of inventory Coordinate with building vendors to carry out fixes, repairs and improvements in the office. First point contact with the building administration staff for day-to-day activities. Check basic safety procedures according to Safety Plan of the office. PURCHASING Order office supplies Maintain updated lists of the preferred suppliers (contact and proposals) First point of contact with vendors to ensure all the administrative paperwork is updated (contracts and supplier registration forms) Research new vendors or deals for specific services according to new requests ACCOUNTING Receive, Process & send vendor invoices for approval through the accounting system Coordinate the properly filing of the general accounting documentation. Invoice processing Fixed expense control (telephone, Uber, car wash, and others) FLEET Coordination of the appointments for optimal maintenance of the corporate fleet Support on managing services related to the fleet: insurance, panapass, carwash, fuel card and vehicle registration. Support during the sale process of the fleet: evaluation request, vehicle documentation transfer and service deactivation of the sold vehicles. TEAM ASSISTANCE Responsible for organizing and scheduling appointments for the team Assistance other staff members in administrative tasks such as filing formats, copying, scanning documents, etc. Assistance on travel arrangements for the staff such as booking flights, cars, transfers and hotel or restaurant reservations and be in charge of the communication with the official travel agency for requests INTERNAL MEETINGS AND EVENTS COORDINATOR Support departments and staff on the organization of internal meetings and events: Quotations and request of different options for venues Booking and negotiation of the selected venues and hotels/lodging Coordination of food and beverages (catering and/or restaurant reservations) Coordination of transportation Additional services purchases such as branded stationery items, gadgets or accessories Coordinate payments and invoice reception on time to ensure the correct progress and execution of the event/meeting. Qualifications 1-3 years of experience in administrative assistance positions. Strong coordination and organization skills with attention to detail. Experience dealing and communicating with senior managers Ability to focus on many tasks and requests at the same time. Ability to use judgment, initiative, and common sense to solve problems and find solutions. Ability to deal with sensitive and confidential information in a discreet and professional manner. Ability to meet established deadlines and work within established processes. Ability with numerical data and spreadsheets. Demonstrates good IT skills with Microsoft Office package. Travel: 0 Organization: Panama Shared Services Job type: Permanent

Responsibilities

This role involves comprehensive office administration, covering reception, mail distribution, managing external services like cleaning and gardening, and maintaining office supply inventory. Additionally, the assistant will handle purchasing, basic accounting tasks such as invoice processing, corporate fleet coordination, and providing administrative support for team travel and internal events.