• Administrative Assistant - Spain

    # of Openings
    1
    Location
    Spain--Barcelona
    Category
    Administrative
    Type
    Regular Full-Time
  • Overview

    Founded in 1994 and headquartered in Quebec, QC, Canada, with subsidiaries worldwide, InnovMetric Software Inc. is the leading provider of universal 3D metrology software solutions. The world’s largest industrial manufacturing organizations trust InnovMetric’s PolyWorks® software solutions and associated technical services to maximize the benefits of 3D measurement technologies for their engineering and manufacturing applications.

    With our subsidiaries and joint ventures, we have more than 340 employees across 16 countries.

     

    Job description

    The Administrative Assistant’s responsibilities will be to ensure the efficient day-to-day operation of the office and to support the head office.  The Administrative Assistant will have the opportunity to perform a wide range of duties including the following:

    Responsibilities

    Reception:

    • Answer general phone inquiries and direct incoming calls to the appropriate staff members;
    • Reply to general information requests with the accurate information;
    • Greet clients/suppliers/visitors;
    • Participate in the organization of classroom and Onsite training.

    Office administration:

    • Prepare and validate expense reports;
    • Administer petty cash according to established procedures;
    • Validate supplier invoices;
    • Purchase, receive, and store office supplies ensuring that basic supplies are always available;
    • Purchase office equipment (chairs, workstations, etc.);
    • Sort incoming mail, faxes, and courier deliveries for distribution;
    • Make travel, meeting, and other arrangements for staff;
    • Prepare and send outgoing faxes, mail, and courier parcels;
    • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents;
    • Update information in the company’s CRM;
    • Fill in customers' administrative forms;
    • Coordinating security trainings for new employees;
    • Make sure to have training kits available and manage inventory;
    • Maintain office vendor relationships (office equipment, furniture, phones, cleaning services, postage machine, lighting, HVAC, building maintenance and security, etc.);
    • Receive, store, and distribute (shipping) marketing materials such as brochures, promotional items, etc.;
    • Give local support for Marketing;
    • Create and track distributor opportunities in the company's CRM;
    • Prepare quotes;
    • Review customer purchase orders;
    • Follow up with customers regarding payment;
    • Perform other administrative duties as required.

    Qualifications

    • Proficiency in Microsoft Office Suite;
    • Minimum 3 years of prior administrative/related reception experience;
    • Appropriate training level;
    • Excellent oral and written communication skills (Spanish and in English also);
    • Knowledge of another language (French, Portuguese) would be an asset;
    • Conduct tasks in a structured and organized manner;
    • Good at prioritizing tasks and following procedures;
    • Strong attention to detail;
    • Demonstrate good judgment;
    • Resourceful and able to work with minimal supervision.

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