What are the responsibilities and job description for the Client Services & Office Associate position at Itau US?
Key Responsibilities:
• Welcome and assist clients and visitors at the reception area, ensuring a positive and professional first impression.
• Manage access control for building entry, including visitor check-in and badge issuance.
• Answer and direct incoming phone calls and emails related to client and office inquiries.
• Coordinate and schedule meeting rooms and support meeting setups with necessary equipment and materials.
• Assist with organizing and supporting client and internal company events, including logistics and guest management.
• Handle incoming and outgoing mail, packages, and courier services.
• Monitor and manage office supply inventory, placing orders when stock is low and maintaining accurate records.
• Maintain cleanliness and organization of reception and common office areas.
• Provide support activities to the executive support team as necessary
• Liaise with building management for routine maintenance, security issues, and facility requests.
• Keep track of office expenses related to supplies and client services.
• Help resolve client requests or issues promptly and escalate when necessary.
• Ensure compliance with office policies, safety regulations, and confidentiality standards.
• Coordinate transportation and accommodation arrangements for visitor’s/client’s/ executives when required.
• Maintain records of client visits, service requests, and office incidents.
• Communicate with vendors, contractors, and stakeholders.
• Support bank events prepared by HR and Marketing, including contacting vendors, organizing setups, and coordinating logistics.
• Provide support to the executive support team as needed, including agenda management when necessary.
• Serve as a backup team member within the department to ensure continuity of operations.
Education & Experience
• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of 2 years of experience in office administration, reception, client services, or a similar role.
• Experience in a corporate or professional services environment is a plus.
Skills & Requirements
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently and as part of a team.
• Professional demeanor and customer-focused attitude.
• Attention to detail and problem-solving skills.
• Ability to handle confidential information with discretion.
Language Requirements
• Fluency in English is required.
• Portuguese and/or Spanish fluency is a strong plus.