Administrative Specialist
NI (National Instruments)
Heredia, Costa Rica
hace 5 días

Job Description

With operational excellence and diversity as its cornerstones Administrative Specialist is a dynamic, fast-paced global team tasked with providing regional support in a variety of critical business activities including but not limited to administrative assistance, facility operations, procurement, travel management support, logistics & transport, vendor management tasks.

In this role, the person will work extensively with a remote team across Europe, India, Russia, the Middle East and with our Asia Pacific and America regions.

The post holder will be responsible for the execution of Location Support tasks to support the functional activity within NI, contributing to the success of the organization.

DUTIES AND RESPONSIBILITIES

To manage the following Location Support tasks, and partner with our stakeholders in the region to execute support in relation to :

  • Provide general administrative support in AMER Region, reporting to Location Support Manager
  • Ensure smooth day to day operations of the office
  • Front office management to meet and greet visitors in the office by acting as point of contact and managing their queries.
  • Answer and transfer phone calls to the respective employees, handling emails.
  • Travel - flight tickets and visa processing for employees and hotel arrangements / ground transportation.
  • Responsible for supporting facilities management to maintain a healthy, safe, and hygienic office work environment.
  • Procurement of office consumables and supplies, facilities upkeep requirements and inventory
  • Overall coordination and negotiation with all service providing vendors.
  • Point of contact with building management for landlord, NI representative at residence meetings (where required), maintenance, repairs, and services.
  • Update Policies and Guidelines that help provide clarity to services provided.
  • Work closely with the services and finance teams to ensure timely production of purchase orders and processing of invoices / payments.
  • Maintain physical or electronic filing systems for contracts and documentation
  • Customer and services operations including ensuring a consistent and effective response to customers’ needs
  • Organization and management of inbound and outbound shipments from various sites
  • Support for internal meetings and events and if needed a back up for global meetings and appointments.
  • Other ad-hoc duties as assigned
  • MINIMUM REQUIREMENTS

  • Intermediate Advanced English level (B2+ and above)
  • Up to 2-3 years’ experience within an operations role and preferred experience working with a geographically dispersed in similar positions
  • Be an exemplar of our values including constant respect for people, honesty, integrity, and dedication to serving customers and commitment to innovation and continuous improvement.
  • Basic Microsoft Office knowledge, specifically Outlook, Word, Excel, and teams
  • Ability to work independently, show good judgement and initiative in a fast-paced complex business environment
  • Possess strong customer service skills and customer service focus, confidence dealing with people over the phone and in person
  • You love taking on challenges and enjoy solving problems
  • Follow instructions and pay attention to details
  • Excellent time management, ability to multi-task and prioritize your workload
  • Good business communication skills both verbal and written in local language and English
  • Decision Rights

  • Supplier / vendor selection and management for office, pantry supplies and catering
  • Office policy and guidelines
  • Inventory control
  • EHS when health and safety are at risk
  • Minor office repairs and maintenance work
  • Why NI?

    There are many reasons to consider joining a company. Key among them are the people, the ideas, and the technology. At NI, we believe in the power and potential of connecting the three to create a path to success.

    We’re looking for curious and creative problem solvers who value diversity and fresh perspectives, are bold and kind, and willing to take chances.

    What did you want to be when you grew up? Did you want to program robots? Build flying cars? Leave the world better than you found it?

    At NI, we build on the big ideas of big dreamers to make their visions a reality.

    With our tailored, software-connected approach, we support our customers through all phases of the product development cycle.

    From 5G and medical innovations to autonomous driving and the future of space travel, we help our customers Engineer Ambitiously every day.

    We’ve long been globally recognized as a top employer. Our compensation and benefits are very competitive, as are our modern workspaces, career development and mobility opportunities, and a culture that fosters belonging and emphasizes community giving.

    We encourage our teammates to challenge the status quo and collaborate with one another to build innovative solutions.

    No matter your career path, we’re here for you, for each other, and for the next generation of innovators who think bigger, aim higher, and go faster.

    Are you up for the challenge of helping shape humanity for the next 100 years? If so, let’s get started, and let’s Engineer Ambitiously together.

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