Administrative Operations Manager

hace 1 mes

Ciudad de México, Ciudad de México Global Excel Management Inc A tiempo completo

Job Overview:

We are seeking an experienced Office Coordinator to join our team at Global Excel Management Inc. This is a full-time position based in Mexico, requiring onsite presence 5 days a week.

Job Description:

The successful candidate will be responsible for coordinating daily administrative operations, managing office logistics, and ensuring the smooth running of our Mexico office.

Key Responsibilities:

  • Mailroom management, receiving and triaging mail, mail distribution, scanning & electronic filing
  • Responsible for keeping providers and clients' contracts filing up to date
  • Support the Legal Representative with all administrative support needs
  • Coordinate Senior Leadership activities and meetings
  • Manage the office floor plan and ensure staff workstations are set up correctly to minimize risk of injury
  • Produce and distribute accurate meeting notices, agendas, and minutes
  • Handle confidential information for Senior Leadership & HR
  • Coordinate with Finance to ensure vendors' invoices and employee expenses are approved in accordance with the company approval process
  • Coordinate with Operations to pay providers when needed (CC payments)
  • Liaise with HR to reinforce corporate policies
  • Prepare and edit correspondence, communications, presentations, reports, and other documents

Facilities Administrator Responsibilities:

  • Building and facilities management (liaise with vendors on maintenance and service agreement renewals)
  • Coordinating with IT on office equipment needs
  • Assist in coordinating delivery and return of equipment
  • Managing the office floor plan and ensuring staff workstations are set up correctly to minimize risk of injury
  • Organize company events & activities in liaison with Human Resources
  • Coordinate Employee engagement activities including organizing events where applicable
  • Manage office space needs and requirements in liaison with Leadership & HR
  • Obtain required permits pertaining to facilities management
  • Coordinate with maintenance companies to keep the office clean and safe and ensure its appliances are in good working order
  • Coordinate Health & Safety matters, including appropriate provision of fire wardens and first aiders and follow regulations from Nom035
  • Coordinate space and office organization, purchase and manage supplies
  • Ensure communication equipment is functional (remote meetings scheduling, preparing equipment, conference room equipment...)

Visitors & Travel Logistics for LatAm Offices Responsibilities:

  • Space logistics: book meeting rooms and make all necessary arrangements
  • Visitors' greetings and meetings logistics
  • Support the Miami Office Manager to organize meetings and conferences
  • Support the Miami Office Manager for travel logistics and events
  • Ensure that travel logistics follow the corporate Travel & Entertainment policy
  • Support the Miami Office Manager for after-hours travel logistics assistance when required
  • Support the Miami Office Manager to liaise about travel logistics with Headquarters when required

Requirements & Qualifications:

  • Bilingual English/Spanish
  • High school or equivalent or post-secondary education
  • Minimum 5 years of experience in a similar position
  • High level of confidentiality
  • Excellent verbal and written communication skills
  • Proven experience as an Office Manager, Office Coordinator, or Executive Assistant
  • Proficiency in the Microsoft Office
  • A positive and friendly nature coupled with the ability to be assertive when necessary
  • Must have exceptional attention to detail, strong organizational and time management skills with a proven ability to juggle multiple tasks and work autonomously to meet deadlines
  • Strong interpersonal skills with a dynamic, vibrant, and collaborative style with the ability to manage multiple stakeholders

Salary:$45,000 - $60,000 per annum, depending on experience

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