Main purpose
Provide administrative and reporting support to the LATAM Regional Facilities Manager, ensuring accurate consolidation of information, timely reporting, and consistent documentation across the region.
Key Responsibilities
- Compile and validate monthly Facilities reports, including electricity consumption, office vacancy, costs, etc.
- Liaise with Accounting and local teams to ensure accurate and consistent expense reporting across categories (OPEX, CAPEX, Travel, Mobile Phones).
- Report savings opportunities or optimization actions to increase visibility at ExCom level.
- Detect inconsistencies or errors in cost data.
- Support CAPEX project reporting and coordination of small operational activities, ensuring all commissioning documentation is complete, accurate, and properly archived.
- Assist in compiling requirements for new tools and systems implementations (e.g. Oracle, Security reporting tools, Maintenance Management tools, Request Manager, KPIs dashboards, Lease Management platforms).
- Prepare localized templates, service scopes, training materials, and guidelines translating or adapting global content to fit regional needs when global standards are unavailable.
- Manage tender processes: consolidate requirements, coordinate timelines, and generate procurement documentation for transparency and audit readiness.
- Assist local Facilities Managers with information.
- Keep Facilities records up to date, including contracts, asset inventories, lease documents, and key compliance files.
Knowledge Skills And Abilities
- Bachelor degree
- Order and accuracy: meticulous with documentation, files, and consistency of information.
- Ability to consolidate data: gather inputs from different sources, unify them into a clear format, and deliver on time.
- Strong command of Excel and office tools (Word, PowerPoint; knowledge of systems such as Oracle or SAP is a plus).
- Intermediate English (reading and writing): required for templates and regional communication.
- Clear communication and follow-up: someone able to follow up without hesitation, insisting politely to obtain the necessary information.
Soft Skills
- Detail-oriented, organized, and patient.
- Does not need to be creative or proactive in driving improvements, but must be reliable in executing and complying with processes.
- Someone who enjoys a support role and does not seek immediate exposure to decision-making.