Create and submit Alvaro’s expense reports on a bi-monthly basis by reviewing all his credit card bank statements and collecting all business-related receipts. Keep an up-to-date binder of all expense reports.

Review and consolidate Bazan expense reports every month.

Ensure the JEC report is concise by testing all links and proof-reading department JEC Report sections by given deadline. Submit report to President & VP for monthly review unless it’s a Board meeting month. Request translation for all JEC reports. 

Handle all travel arrangements on a necessary basis for Alvaro and Team. 

Manage and distribute all AAC tickets for employees and operators and keeping track of all upcoming events. 

Maintain all conference rooms clean and stocked. Ensure the systems are functioning properly and submit any troubleshooting tickets. 

Ensure the kitchen, office and employee workstations remain clean, organized, and fully stocked. Send out monthly communication to employees as a reminder to keep the kitchen and office tidy. 

Collect and distribute mail to the appropriate employees daily. 

Maintain an updated inventory of monthly office supplies to ensure there the kitchen and supply room are fully stocked.

Greet office visitors and guide them to the required conference room. Validate parking for visitors as necessary

Coordinate all key company meetings with meeting location, hotel, translators, transportation, food, and beverages

Submit clearance forms as needed for our vendors to ensure they are allowed in the building for any office delivery, visits, or photoshoots. 

Complete all safety trainings provided by the building to have current knowledge of all safety protocols. Coordinate any safety training courses with the building.

Submit maintenance work orders to the building as needed and confirm they are being completed

Coordinate monthly birthday celebrations including ordering a cake, decorating the individual’s workstation, and having a birthday card signed by all employees. 

Participate as a key member of all CC pillars. 

Assist with Culture Committee events by planning and decorating for any upcoming holidays, potlucks, or events.

Schedule HR events and meetings that may include meeting space, room set up, food, and beverages.

Design and update digital screens according to company happenings and monthly content. 

Update social platforms according to approved Alvaro/AMS changes and maintain ongoing updates as needed. Assess quarterly, starting in 2024.

Research HR & Culture Innovations and bring new ideas to the table for dicussion. Help implement any approved ideas. 

Provide annual training budget for employees by creating all AFM Life letters which include trainings, links, and costs. Maintain and file any updates of Life Letters.

Purchase AFM Life trainings for employees as needed and keep spreadsheet on AFM Life training credit card purchases.

Ensure timely completion of training feedback from each employee.  Complete an end-of-year audit and ensure completion of surveys.

Add and update new trainings that align to core competencies for employees.

Ensure all Insperity forms have been completed by employees, collected and filed in the HR Insperity folder

Assist in HR ideation & projects as needed.

Provide a seamless process during new hire onboarding by sending out new hire paperwork, setting up their desk, and providing a tour of the office.

Host a culture committee overview meeting for new hires.

Work with HR and hiring teams to coordinate recruiting efforts by identifying and contacting candidates and scheduling interviews on hiring teams' calendars. 

Work with Kelsey on proactive recruiting/relationship building for all AFM roles.