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Office Management Lead

hace 2 meses

Ciudad de México, Ciudad de México Constellation Brands A tiempo completo

Job Overview

Location
Mexico City, Mexico

Educational Requirements
1. A Bachelor's Degree is mandatory.
2. Fluency in both English and Spanish is essential, with the ability to communicate effectively in both written and verbal forms.

Experience Requirements
A minimum of 5 years of relevant experience is necessary, with at least five years in facilities management, office administration, and managing relationships with technology and service providers.

Key Competencies

  • Must be available to work in the office at least 4 days a week, as this role is primarily office-based.
  • Demonstrated expertise in managing supplier relationships, procurement processes, and office technology is required.
  • Proven project management skills with the capability to lead and inspire a team.
  • Expertise in construction management, space planning, and office relocations is essential. Experience in budget management is advantageous.
  • Proficiency in Microsoft Word and Excel (or similar software) is required.
  • Comfortable with technology and capable of learning new software applications.
  • Strong team orientation and service mindset, with the ability to collaborate effectively with all levels of staff and external partners. Must handle sensitive information with discretion.
  • Highly organized and detail-oriented, able to manage shifting priorities and meet tight deadlines.
  • Excellent written and verbal communication skills, with the ability to engage effectively across all organizational levels.
  • Strong analytical and quantitative skills, capable of translating data into strategic insights and recommendations. Ability to make independent decisions and propose effective solutions.
  • High energy and strong work ethic, willing to invest the necessary time and effort to achieve exceptional results.

Role Summary

This position involves overseeing the reception and mailroom operations, managing records retention, coordinating small package shipping, and maintaining office supplies and equipment. The individual will negotiate vendor contracts in collaboration with local procurement and integrate new employees into existing supplier agreements. Responsibilities also include managing emergency plans and security protocols for the office, serving as the ergonomic expert, processing invoices, and overseeing space planning in partnership with US Facilities.

Key Responsibilities
1. Collaborate with US Facilities and administrative teams to ensure seamless operations at the Mexico City office. Conduct research and provide recommendations on office procedures, technology, and cost-saving initiatives.
2. Supervise reception activities, including switchboard operations and visitor security, ensuring a safe environment for employees and guests.
3. Manage mailroom functions, ensuring timely delivery of incoming and outgoing mail.
4. Oversee records retention compliance, lead annual review processes, and manage supplier relationships.
5. Coordinate small package shipping, ensuring compliance and tracking savings while addressing service issues.
6. Manage office supplies, ensuring compliance with corporate vendor agreements and maintaining inventory levels.
7. Work with Operations and Legal teams to ensure compliance in bar inventory management.
8. Select and manage vending services, ensuring alignment with employee wellness initiatives.
9. Oversee business card and stationery orders, ensuring adherence to corporate standards.
10. Research and manage cleaning services for the office space.
11. Assist with video surveillance system maintenance and compliance.
12. Administer building security access and manage issuance of security cards.
13. Develop and manage the Corporate Emergency Plan for the office, ensuring employee safety and compliance with regulations.
14. Process office-related invoices and collaborate with Finance on vendor management.
15. Support HR in managing the Mother's room and seating arrangements for new hires.
16. Provide content for the intranet related to office operations.
17. Manage supplier relationships and collaborate with Procurement on contract negotiations.
18. Serve as the ergonomic subject matter expert, addressing related issues.
19. Assist in budget preparation and management for the office space.
20. Complete additional responsibilities and projects as assigned by management.

Job Type

Full time

Job Area

Facilities

Equal Opportunity Statement

Constellation Brands is dedicated to maintaining a diverse workforce and providing equal employment opportunities to all individuals, regardless of various characteristics including sex, race, color, age, religion, sexual orientation, national origin, disability, and other protected statuses.