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Administrative Assistant

Charly - Irvine, CA

Posted: February 8th, 2021


Description

You will be responsible of assisting the Director, supporting General Procurement area in different activities related to the supply of goods and services required by the organization. As an Office Manager you are also going to be responsible of the Corporate office administrative activities.

We are looking for a person capable of carrying out the requested tasks, and achieving a comprehensive/ empathetical connection with the corporate staff. We want them to know that they can trust you and ask for help.

RESPONSIBILITIES

  • Responsible for the compliance of Contracted Services.     
  • Internal Expense (Area Operating Expenses)
  • Personal assistance to the Country General Manager (Agenda, expenses, calls, travel)
  • Coordinate direct recruiting efforts by posting jobs, screening resumes, scheduling phone screens, competency-based interviews and onsite interviews with hiring team in U.S. and Mexico.
  • Coordinate travels as requested for employee’s onboarding and training; purchase of flights, hotels, etc.
  • Responsible for the purchase of office equipment.
  • Search and development of suppliers for general services.
  • Supervise the operation of vending machines and water services for team consumption.
  • Coordinate payment of services (phone, internet, water service, etc.)
  • Lead the corporate team according to good behaviour and performance policies within the organization.
  • Maintain office services by organizing office operations and procedures.
  • In charge of correspondence and mail control.
  • Responsible for the office and stock organization, designing filing systems.
  • Maintain records and databases of employee information and company operations
  • Creating reports, preparing presentations, and writing letters.
  • Coordinate the use and organization of office space.
  • Reviewing and approving supply requisitions.
  • Answering the office phone.
  • Responsible for corporate events.
  • Responsible for opening and closing the office.

QUALIFICATIONS

  • High school diploma or equivalent required; academic background in business administration.
  • Experience with finances / expenses & customer service.
  • Bilingual English-Spanish, able to communicate fluently. 
  • Several years of experience in administrative support roles or office management.
  • Advanced Level of Microsoft Office Excel & Microsoft Office Word
  • Effective problem-solver
  • Highly organized and detail-oriented

EXPECTATIONS AND CULTURAL FIT

  • To be part of our team you must have experience with customer service, as well as being able to communicate in a direct, open and transparent way.
  •  This person must have strong written and verbal communication skills.
  • We expect this person to live according to Charly Behaviours: result orientation, respect, leader, ethical & caring about people.
  • The confidentiality must be something characteristic for this position, since he/she´ll be working with important & personal information, so trust & respect must be essential.
  • You must promote an excellent brand and marketing image, being able to think strategically, having a business vision.

This person must be able to collaborate with other areas, as well as being dynamic, & adaptable.

WORKING CONDITIONS

  • You may be able to have communication with Directors, Suppliers and Customers during the week.
  • There will be times when you should stay a little later in the office, so we ask someone with disposition to do so.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to stand; use hands to finger, handle, or feel, and talk or hear. The employee frequently is required to walk; The employee is occasionally required to sit.

RELATIONSHIP

Details of relationships relevant to this role.

  • This position will be supervised by and directly related with the Country General Manager.
  • You will be internally related with customers, suppliers and finance department as well.


About Charly

Grupo Charly, is a one hundred percent Mexican company based in Leon, Guanajuato, that began as a family business in 1949. After the successful manufacture of children's footwear under the brand name 'Campanita', the group eventually expanded to the sports shoemarket. Focused on design, manufacture and distribution of footwear inspired by sport, Charly has become the leading brand in sales in Mexico for the last 25 years.