Workplace Operations Manager

About Blackhawk Network:
Overview:
We are seeking a highly organized and proactive **Workplace Operations Manager** to oversee the day-to-day operations of our Mexico office. This dynamic role is central to ensuring smooth business functions across **Human Resources, Legal, Administration, and Information Technology**, while also serving as a key liaison between our local team and global corporate offices.

**Responsibilities**:
**Human Resources (HR)**:

- Manage the hiring process including opening requisitions, interviews, and ABD closing.
- Coordinate employee travel and event planning.
- Assist in employee promotions, salary discussions, and exit processes (dismissals/resignations).
- Maintain employee files and handle personal information documents securely.
- Manage notifications related to IMSS and ensure all official employee documents are up-to-date.
- Conduct testing and support during new system rollouts.
- Create and update internal HR policies.
- Manage special cases such as COVID reporting and compliance.
- Serve as a communication liaison between corporate and the Mexico office.

**Legal**:

- Manage the document signature and approval process.
- Maintain legal registers and contract files.
- Act as a point of contact for the BH MEX legal representative.
- Liaise with tax and legal authorities as needed.

**Administration**:

- Manage landlord relations, rent agreements, and annual payment negotiations.
- Ensure proper stock and availability of office supplies and snacks.
- Oversee general office operations and facility management.
- Organize travel and events within budget and policy guidelines.
- Coordinate messenger services and vendor onboarding.
- Approve vendor payments and manage expense reporting.
- Oversee outsourced staff (e.g., cleaning staff, drivers) and report their activities monthly.
- Provide personal assistance to the Country Manager.
- Maintain the annual holiday calendar and organize small office celebrations.

**Information Technology (IT)**:

- Coordinate communication services, including cellphone and internet, with vendors and the Blackhawk team.
- Support computer management and IT issue resolution with the Blackhawk team.
- Act as a communication bridge between corporate IT and the local Mexico office.
- Handle translation tasks as needed.

Qualifications:

- Proven experience in office coordination or a similar administrative role.
- Strong organizational and communication skills.
- Ability to manage multiple responsibilities across departments.
- Proficiency with office and HR management activities.
- Knowledge of basic legal, HR, or financial processes
- Bilingual Spanish and English
- Familiarity with vendor coordination and office supply management

**Administrative Skills**:

- Calendar and travel management (domestic/international).
- Meeting and event coordination.
- Expense report preparation and tracking.
- Document creation, editing, and formatting (PowerPoint, Word, Excel).

**Communication Skills**:

- Excellent written and verbal communication.
- Ability to interact professionally with executives, staff, clients, and partners.
- Bilingual (English and Spanish)

**Organizational Skills**:

- High level of attention to detail.
- Strong multitasking and time management abilities.
- Ability to prioritize and manage competing deadlines.

**Technology Proficiency**:

- Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
- Familiarity with collaboration tools (Zoom, Microsoft Teams).
- Comfortable learning new software (Expense tracking, travel management tools, etc.).

**Professionalism and Discretion**:

- Trustworthy and able to handle confidential information with discretion.
- High emotional intelligence and discretion in handling sensitive matters.

**Problem Solving**:

- Proactive mindset with the ability to anticipate needs.
- Strong critical thinking and adaptability in fast-paced environments.
- Associate degree or equivalent work experience may be acceptable depending on the employer.
- ** 5-7 years** of experience as an executive assistant, administrative assistant, or in a similar role.
- Prior experience supporting senior leadership or C-suite executives is highly desirable
- Fluency in Spanish and English