Office Administrator

About us:

Ikon Science is a global provider of geopredictive and knowledge management software and solutions to optimize subsurface discovery and production. For over 20 years, Ikon’s dedicated service-minded teams have applied deep scientific expertise and technology innovation to help customers extract more actionable knowledge from sophisticated subsurface data. Ikon helps customers make the best moves – improving accessibility and accuracy, accelerating results and lowering costs.

With offices located around the world in including; London, Houston, Kuala Lumpur, Calgary and Rio de Janeiro, Ikon services all major hydrocarbon geographies – delivering global solutions with local service and support. Award winning RokDoc® geopredictive software, Curate knowledge management software, QI Solutions, GeoPressure and GeoMechanics Consultancy, and Roknowledge Studies make Ikon the proven partner for subsurface success.

About the role:

This Office Administrator is responsible for supporting the business on all operational matters working closely with the Controller, Americas as well as other departments to ensure the day-to-day activities of the business runs smoothly.

Requirements:

Entity Management:

• Responsible for managing and filing paperwork for the maintenance of the Mexican entity.

Finance Support:

• Provide additional support to the Finance team on accounts payable work as and when required.
• Work with A&A accounting team on local payables, payroll, and tax payments.
• Complete ad-hoc administrative work as directly by the line manager, from time to time.

Office Management:

• Answering, screening, and forwarding incoming calls when need be.
• Travel booking for events as needed.
• Post and courier management.

Travel:

• Provide ad-hoc support for organizing travel and visas for Senior Management and to resolve travel issues.
• Booking local accommodation for visiting staff members.
• Booking taxis as and when requested.

Other:

• Assist various members of the office with overspill administrative work.
  Providing a central point of contact for the company.
• Support Sales / Sales Op / Marketing (event coordination) for Americas.

Key Accountabilities:

• Timely submission of work to A&A accounting team to ensure payment of local invoices, payroll, and taxes, as required.
• Support the business on all necessary matters.
• Maintain an organized office and ensure day-to-day activities run smoothly.
• Act as a central point of contact for the company.

Experience:

• General Office Management Experience

Qualifications:

• Logical thinker
• 3+ years as an Office Manager or equivalent
• Excellent customer service skills

Technical Competencies:

• Excellent English communication skills both written and verbal.
• Ability to speak Spanish and ideally Portuguese.
• Strong attention to detail.
• Excellent planning and organizational skills.
• Ability to work to deadlines and manage own workload
• A good knowledge of MS Word, Excel and PowerPoint.

Behaviour Competencies:

• Good communicator
• Accuracy / Attention to detail / Timeliness
• Enthusiastic / willing to learn new things
• Willing to roll sleeves up to get things done
• Calm under pressure
• Collaborative
• Self-Starter / able to work unsupervised
• Team Player