Mexico Job Openings
MVE & Partners, INC.
Administrative Assistant
October 11, 2024
GENERAL SUMMARY:
Working under general supervision of the Director of Mexico and Senior Project Manager, the Office and Accounting Coordinator is responsible for performing a wide range of cross-functional duties to support the daily operations of the Mexico office and other coordination with the U.S. Accounting team as assigned. Requires strong computer/database skills, attention to detail with an emphasis on accuracy, organization, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as clients and vendors. Sensitivity to confidential matters is required.
ESSENTIAL DUTIES & RESPONSIBILITIES
Office/Administrative Assistance:
Human Resources:
Working under general supervision of the Director of Mexico and Senior Project Manager, the Office and Accounting Coordinator is responsible for performing a wide range of cross-functional duties to support the daily operations of the Mexico office and other coordination with the U.S. Accounting team as assigned. Requires strong computer/database skills, attention to detail with an emphasis on accuracy, organization, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as clients and vendors. Sensitivity to confidential matters is required.
ESSENTIAL DUTIES & RESPONSIBILITIES
Office/Administrative Assistance:
- Manages deliveries and mail, including delivery drop-offs.
- Responds to voicemail messages, screens visitors, and resolves routine inquiries.
- Maintains and supplies the kitchens daily, and conference rooms between meetings.
- Maintains and orders office supplies, including in-office groceries, kitchen items, and cleaning supplies.
- Coordinates with 3rd party vendors on supplies, warranties, service, etc.
- Manages monthly operational vendor payments and services. (I.e., Internet, Electricity, Water, etc.)
- Assists with planning and execution of office events. (I.e., Meetings, presentations, holiday party, employee appreciation events.)
- Assists with office shipment needs. (I.e., Documents and marketing material.)
- Coordinates travel as needed. (Quotes, reservations, invoicing, etc.).
- Assists with professional membership payment and coordination with marketing U.S. (I.e., ULI)
- Assists with marketing presentation cards, printed materials, renders, and models.
- Assists with research of relevant events for Director/Manager to attend.
- Assist on coordinating any maintenance work/issue with the landlord.
- Assist employees with reimbursement requests as applicable per company policy.
Human Resources:
- Maintains accurate and up-to-date human resource files, records, and documentation. (Physical/Digital)
- Provides scanned copies of documents to U.S. HR as applicable.
- Maintains the integrity and confidentiality of human resource files and records. Performs periodic audits.
- Coordinates, prepares, and facilitates pre-employment and onboarding activities, documents, and communication in accordance with company processes.
- Processes all new hire information timely and accurately into company database(s) as applicable.
- Coordinates ongoing new hire onboarding and company integration. (I.e., Meeting with HR U.S., Buddy, Mexico Leadership, BIM/IT, 30/90 Day Check-In’s, etc.)
- Assists with Vacation Request administration.
- Assists with miscellaneous recruiting functions as needed. (I.e., Phone screens, interview coordination, candidate sourcing, etc.)
- Coordination with landlord on building access cards, etc.
- Assist with leave of absence administration. (Sick, bereavement, maternity, paternity.)
- Provides additional clerical support to U.S. HR/Recruiting as needed.
- Coordinate with various Mexico vendors on invoices and follow-up items regarding banking/terms and other vendor information as needed.
- Assist with collecting all Debit Card receipts and forwarding to U.S. Accounting
- Assure timely delivery, signed confirmation of receipt, and proper storage of employee payroll receipts upon close of every pay-period.
- Support and coordinate information U.S. Accounting may need for annual tax filing with government agencies.
- Coordinate with Ja del Rio on any printed/digital copies needed for tax/employee reports.
- Request new Deltek project numbers for new opportunities/projects and assists with collection efforts with Mexico client invoices.
- Assist with miscellaneous Accounting Coordination functions as assigned and subject to change as needed.
- Maintain documented and updated list of equipment assigned to each employee.
- Assist with miscellaneous IT equipment purchases, warranties, maintenance, and invoicing follow-up and tracking needs.
- Assist in coordinating meetings with Ja del Rio and RRS as needed.
- Performs other duties as assigned.
- Prior related office experience preferred.
- Excellent verbal and written communication skills in English and Spanish.
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Ability to build relationships with colleagues and vendors.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Must have intermediate to advanced level of proficiency with Teams, Word, Excel, and Outlook.
- Works well independently and has advanced operational management skills.
- Ability to effectively handle multiple projects simultaneously.
- Willingness to perform light cleaning and moving tasks.
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