Acquisitions Administrative Coordinator

Twin Dolphin Los Cabos is the premier master-planned community situated on the renowned Golden Corridor between Cabo San Lucas and San Jose del Cabo on the southernmost tip of the Baja Peninsula in Mexico. The 1,400-acre community includes Maravilla Los Cabos, a private residential community and club, Montage Los Cabos resort and residences, and Twin Dolphin Club, featuring an 18-hole Fred Couples Signature golf course and a variety of desert mountain adventures. With two of Cabo’s few swimmable beaches, Twin Dolphin is designed to create personalized experiences for residents and guests, highlighting world class amenities, unexpected activities, and the stunning natural landscape.

Job mission:

To provide support to the Acquisitions team, ensuring accurate data entry, standard order processing procedures, structured data organization and order follow-through required to support Design Service’s purchasing projects.  

General description:

To be successful in this role, applicant must be well-organized, detail-oriented, possess great communication skills, and have a background in bookkeeping, accounting, or administration. The administrative coordinator will be responsible for assisting the Manager, Acquisitions & Administration, with order processing, data entry, invoicing, payment processing, and monitoring accounts. The administrative coordinator will also be responsible for notifying team members of issues and solving problems in a quick and efficient manner as they arise.   

Duties and Responsibilities:

•Ensure proper pricing and data entry in Studio Designer software.

•Notify project managers of price changes and ensure that data is updated in Studio Designer.

•Notify project managers of discontinued items or problematic items that may require reselection within 48 hours of vendor notification, documenting the issue in Studio Designer software, and following the issue with project managers until resolved.

•Cross check data against vendor invoices and ensure Studio Designer software is updated.

• Request facturas from Mexican Vendors for payment.

•Place, track, and follow up on OS&E orders until final completion.

•Obtain Mexican vendor account information to provide to Finance Team so they can create new vendors in the accounting system.

•Assist Design Team on data entry, pricing, specifications, and proposal generation as needed.

•File documents systematically in Sharepoint, and consistently upload them in Studio Designer software based on procedures.

•Project payment reimbursement reports and submittal to the Finance team.

•Personal time tracking and associated data entry.

Required Skills and Qualifications:

·        100% proficiency in English

·        3-5 Years Experience in Accounting / Bookkeeping / Administration

·        Proficiency in Studio Designer, or other comparable accounting and purchasing management software.

·        Proficiency in Microsoft Office, particularly Microsoft Excel.

·        Ability to build and maintain relationships with vendors and clients.

·        Well-organized and high attention to detail.

·        Ability to effectively manage time to meet deadlines and team expectations.

·        Capable of multi-tasking and managing multiple projects simultaneously.

·        Ability to work independently and self-direct. 

"Please share your resume in English/Spanish."