Client Services & Office Associate

Job description

Tasks

• Welcoming and assisting clients and visitors in the reception area to make a positive and professional first impression.
• Managing access control for building access, including checking visitors and issuing ID badges.
• Answering and forwarding incoming phone calls and emails related to client and office inquiries.
• Coordination and scheduling of meeting rooms and assistance in setting up meetings with the necessary equipment and materials.
• Support in organizing and executing client and internal company events, including logistics and guest management.
• Management of incoming and outgoing mail, parcels, and courier services.
• Monitoring and managing office supplies inventory, ordering supplies when low, and maintaining accurate records.
• Maintaining cleanliness and organization of reception and shared office spaces.
• Supporting the activities of the executive support team as needed.
• Contact with building management for routine maintenance, safety issues, and facility requests.
• Tracking office expenses related to materials and client services.
• Assistance in resolving client inquiries or issues and escalation when necessary.
• Ensuring compliance with office policies, security regulations, and confidentiality standards.
• Coordinating transportation and accommodation arrangements for visitors/clients/executive team members as needed.
• Keeping records of client visits, service requests, and office incidents.
• Communication with suppliers, contractors, and stakeholders.
• Support for banking-related events prepared by HR & Marketing, including contacting suppliers, organizing setups, and coordinating logistics.
• Supporting the executive support team as needed, including agenda management when required.
• Function as a backup team member within the department to ensure continuity of operations.

Requirements

Education and experience

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• At least 2 years of experience in office administration, reception, customer service, or a similar role.
• Experience in a corporate or professional services environment is an advantage.

Skills and requirements

• Excellent verbal and written communication skills.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Professional demeanor and customer-oriented attitude.
• Attention to detail and problem-solving skills.
• Ability to handle confidential information with discretion.

Language skills

• Fluency in English required.
• Fluency in Portuguese and/or Spanish is an advantage.

We offer

• A full-time position.
• An hourly wage of $36.