Monterrey Office Manager

**DUTIES AND RESPONSIBILITIES**

The duties and responsibilities of this position consists of, but are not limited to, the following:
**Office Services**:

- Oversee all office services duties in the office and ensure that office is operating smoothly
- Manage office supplies inventory and place orders as necessary
- Provide other administrative support, including scheduling group meetings, customer visits, and catering
- Perform receptionist duties: greet visitors, and answer and direct phone calls
- Receive and sort incoming mail and deliveries, and manage outgoing mail
- Plan in-house or off-site employee and/or customer activities, including celebrations, virtual local & global activities, conferences, etc.
- Develop office policies and procedures, and ensure they are implemented appropriately
- Monitor headcount and plan office space accordingly including, office layout planning and office moves, and with managing and maintaining Technology infrastructure
- Manage monthly reporting
- Manage Accounts Receivable
- Track training records
- Implement monthly trainings
- Implement and monitor employee of the month program
- Identify opportunities for process and office management improvements, and design and implement new systems
- Identify and implement initiatives, tools, and services that enhance team member’s working experience

**Facilities Management**:

- Management of facility property management company, including ensuring service level expectations are met
- Office cost planning, monitoring, and optimization
- Ensure safety compliance, including regularly scheduled safety inspections
- Act as key point of contact for all facility related escalations to ensure quick resolution of any complaints
- In partnership with corporate partners (Real Estate, Facilities, etc.) management of all contractual obligations including vendors, equipment lease agreements, service charges, and rates
- Monitor and pay utilities and office overhead costs
- Liaise with facility management vendors including cleaning, security services, catering
- Monitor headcount and plan office workspace accordingly
- Project manage all small facility projects and regular maintenance

**QUALIFICATIONS**

Required:

- The duties and responsibilities of this position consists of, but are not limited to, the following:

- ** Office Services**:

- Oversee all office services duties in the office and ensure that office is operating smoothly
- Manage office supplies inventory and place orders as necessary
- Provide other administrative support, including scheduling group meetings, customer visits, and catering
- Perform receptionist duties: greet visitors, and answer and direct phone calls
- Receive and sort incoming mail and deliveries, and manage outgoing mail
- Plan in-house or off-site employee and/or customer activities, including celebrations, virtual local & global activities, conferences, etc.
- Develop office policies and procedures, and ensure they are implemented appropriately
- Monitor headcount and plan office space accordingly including, office layout planning and office moves, and with managing and maintaining Technology infrastructure
- Manage monthly reporting
- Manage Accounts Receivable
- Track training records
- Implement monthly trainings
- Implement and monitor employee of the month program
- Identify opportunities for process and office management improvements, and design and implement new systems
- Identify and implement initiatives, tools, and services that enhance team member’s working experience
- ** Facilities Management**:

- Management of facility property management company, including ensuring service level expectations are met
- Office cost planning, monitoring, and optimization
- Ensure safety compliance, including regularly scheduled safety inspections
- Act as key point of contact for all facility related escalations to ensure quick resolution of any complaints
- In partnership with corporate partners (Real Estate, Facilities, etc.) management of all contractual obligations including vendors, equipment lease agreements, service charges, and rates
- Monitor and pay utilities and office overhead costs
- Liaise with facility management vendors including cleaning, security services, catering
- Monitor headcount and plan office workspace accordingly
- Project manage all small facility projects and regular maintenance
- Minimum 3 years of work experience in an administrative/office management role

Preferred:

- Bachelor’s Degree from an accredited college or university
- Previous experience with facilities management
- Experience managing construction projects
- Must have exceptional attention to detail
- Strong organizational and time management skills, and ability to prioritize
- Must be a self-starter and driven
- Excellent communication and interpersonal skills
- Strong problem-solving skills and analytical abilities
- Must be proficient with Microsoft Office
- Leadership ability to manage challenges an