Administrative Assistant

**Description**:
Responsible for all administrative activities of the R&D Tlajomulco Site, providing services to the town through the departments of Finance, Human Resources, Systems, Suppliers, etc. Provide personalized attention to visitors and employees from other areas visiting the site. Sending, receiving, and tracking couriers in a timely manner. Responsible for leading and coordinating reception, cleaning and warehouse activities. Support to the departments of all areas of the town. Participates in the implementation of CAMS and standard of the Security Programs (EHS&S) in the Research Station.

**Activities**
- Research Station Administrative Support: Perform complex, diverse, and high-quality administrative support by planning, analyzing data, and resolving daily issues in core areas such as: Handling sensitive and confidential information with discretion and budget oversight, accounts payable, human resources support, payroll.
- Support to the Site Leader in the processing and maintenance of the Site Budget. Activities also include keeping track of expenses by sending them to accounts payable and helping to analyze expense data.
- Human Resources support for temporary employees and preparation of weekly labor incident reports.
- Provides support on HR-related activities and issues, such as maintaining physical and digital employee records, as needed.
- Organize and schedule office activities, including meetings, trips, and conferences.
- Responsible for the organization of local events following the company's guidelines (Birthdays, Posadas, etc.)
- Manage schedules and coordinate appointments; keep management apprised of commitments
- Coordinate with vendors and suppliers to ensure efficient services and complete service surveys.
- Establish, maintain, and update the file system/server for the Site and retrieve necessary information from the files as necessary.
- Receipt, review, and processing of payment of invoices from Suppliers. Alignment and joint work with the Purchasing Area of the Company.
- Sending, receiving, and monitoring of couriers and mail.
- Coordinate the purchase of Personal Protective Equipment, stationery, cleaning supplies, etc.
- Channels telephone calls and attention from visitors and suppliers.
- Coordinate everything related to visits in the site (hotel, transportation, food, as well as special needs of visitors) Always looking for the best option in price and quality.
- Occasional support to FT employees in ticket purchase, hotel reservations.
- Support in the implementation of CAMS in the locality, with the responsibility of Coordinating the Registries.
- Supervise and maintain office equipment; inventory of supplies and order replacement supplies as needed.
- Support community outreach activities and lead the respect committee at the site.
- Safeguard and manage land lease contracts, billing process for delivery of depletion and compensation payments.
- Could participate in projects other than centralization.
- You will have the responsibility of maintaining a safe and healthy work team by complying with the active safety policies in the company.
- It will be a priority that you maintain high quality standards by complying with the ISO 9001-2015 standard and possibly participating in the implementation of active guidelines.
- Provide support to other research/centralization centers if required.

**Qualifications**:

- Bachelor of Administration, Human Resources or Accounting, with verifiable experience of 2-3 years. Excellent skills in Spanish and English basic.
- Unique writing, listening, and communication skills, with the ability to give great presentations and to develop relationships in both languages Spanish and English.
- Must possess strong knowledge of clerical and administrative systems and procedures, such as filing and record keeping and working knowledge of office equipment, like printers and fax machines.
- Computer Competency - MS Office (PowerPoint, Excel, Word) and Outlook and graphics software skills.
- Ability to prioritize job and complete multiple tasks speedily in a dynamic work environment.
- Must be ready to acquire more knowledge and accept new technologies.
- Must be flexible and be able to effect a change of plan without prior notice.
- Outstanding commitment to resolving team/clients' issues and to developing a deep understanding of their business culture, especially for international customers.
- Highly intelligent, resourceful, and self-confident with the ability to make right decisions under pressure.
- Must be acquainted with projects from conception to completion and must also be focused on the job to achieve the desired outcomes.
- Ability to keep classified information out of reach of unauthorized persons.