Office Administrator

The
Office Administrator
is responsible for ensuring the smooth day-to-day operation of 3D Infotech's
Queretaro, Mexico office.
This role oversees office administration, facilities management, logistics coordination, compliance with Mexican regulations, and acts as a key liaison between local operations and U.S. leadership.

The Office
Administrator
plays a critical role in maintaining an efficient, organized, and compliant working environment that supports engineering, operations, and cross-functional collaboration.

This position reports directly to our CEO/President, as LATAM operations are being integrated under U.S. leadership.

Key Responsibilities

Office Operations & Facilities Management

• Open and close the office daily and ensure consistent office availability.
• Maintain a clean, professional, safe, and well-organized office environment.
• Oversee daily office operations to ensure efficiency and functionality.
• Coordinate with cleaning staff and building maintenance as needed.
• Serve as the main point of contact for building management and landlord relationships.
• Manage office supplies, equipment, vendors, and facility-related services.
• Ensure office accessibility, safety standards, and proper working conditions.

Administrative & Operational Support

• Attend and manage daily administrative duties including paperwork, emails, scheduling, and internal meetings.
• Provide administrative support to the CEO and U.S. Operations as needed.
• Organize appointments, internal meetings, and staff coordination.
• Maintain office documentation, filing systems, and internal process tracking.
• Maintain calendars and scheduling tools for internal coordination, training sessions, and visiting staff.
• Support internal tools such as Microsoft Outlook, Teams, Jira, and other company platforms.
• Prepare reports, internal presentations, summaries of activities, and documentation required by Mexico or U.S. leadership.

Logistics, Shipping & Imports

• Support shipping and logistics activities as required.
• Be fully responsible for all imports into Mexico, ensuring full compliance with Mexican regulations.
• Coordinate imports/exports, customs documentation, and logistics planning in collaboration with engineering and U.S. teams.
• Assist with travel logistics and resource coordination for engineering and application teams.
• Support fulfillment activities, including issuing invoices and purchase orders (POs) to vendors and customers.

Human Resources Coordination

• Coordinate HR-related processes including onboarding, offboarding, attendance tracking, and employee documentation.
• Support the U.S. HR team by ensuring compliance with internal policies and accurate personnel records.
• Assist with performance review scheduling and training record maintenance.
• Serve as a point of contact for employee questions related to policies, time off, and office procedures.
• Help organize company culture initiatives, team-building activities, and local company events.

Compliance & Legal Coordination

• Ensure all company activities in Mexico comply with local labor laws, workplace regulations, and operational requirements.
• Coordinate with external legal counsel and U.S. HR/legal teams as needed.
• Maintain accurate records for employment contracts, payroll support, benefits, tax documentation, and regulatory obligations.
• Ensure company policies are clearly communicated and consistently followed.

Internal Communication & Coordination

• Provide weekly operational updates to the CEO regarding office status, priorities, and staffing notes.
• Maintain internal tracking systems for tasks, issues, and continuous improvement.
• Support effective communication and coordination between Mexico operations and U.S. leadership.
• Manage customer databases and local operational activities.

Profile & Expectations

• Local candidate based in Mexico with proven experience in office management and imports.
• Advanced English level.
• Not entry-level; demonstrated maturity, reliability, and professional judgment.
• Highly efficient, organized, and detail oriented.
• Strong computer skills and comfort working with digital tools and systems.
• High level of honesty, integrity, and confidentiality.
• Strong communication skills, able to collaborate effectively with engineering, operations, sales, and marketing teams.
• Good command of English for communication with the U.S. office.
• Background in engineering, accounting, sales, or marketing is not required, but the ability to communicate clearly with these departments is essential.

General Information:

• Work Modality: Onsite.
• Schedule: Monday to Friday, 9:30 AM to 6:30 PM, with a one-hour lunch break.
• Benefits: According to the Mexican law.
• Salary: Range $15K - 20K net Mexican pesos per month.