Office Manager

Administrativo Administración de oficina hace 22 horas 4 Años de Experiencia

Descripción

Objective

The Office Manager is responsible for coordinating the company’s administrative, office, payroll-support, payment-documentation, vendor, and executive-support activities. This role ensures that administrative processes are completed accurately, on time, and with appropriate documentation, while maintaining an organized, professional, and well-supported workplace.

The Office Manager serves as a central administrative point of contact for internal teams, leadership, external accountants, and service providers, helping ensure continuity, compliance, and effective day-to-day office administration.

Responsabilities:

Office Administration & Workplace Management

• Manage the day-to-day administrative functioning of the office and serve as the primary point of contact for office-related needs.
• Ensure the workplace remains organized, properly supplied, and ready for employees, visitors, meetings, and leadership activities.
• Coordinate office access, supplies, meeting spaces, courier services, building requests, maintenance, and other routine workplace services.
• Maintain administrative calendars, office records, vendor contacts, and recurring service schedules.

Payment, Invoice & Documentation Administration

• Process approved payments through ACE Intake Success and follow up until completion.
• Ensure each payment is supported by the required approvals, invoices, tax receipts, and related documentation.
• Maintain organized and audit-ready records for payments, reimbursements, invoices, and supporting evidence.
• Follow up on missing or incorrect documentation and escalate unresolved discrepancies to the appropriate owner.

Payroll & Accountant Coordination

• Register new employees in the payroll system based on complete and approved information provided by People Operations & Talent.
• Compile and submit approved payroll information to external accountants within established deadlines.
• Coordinate routine payroll clarifications, maintain supporting records, and follow up on identified discrepancies.
• Support documentation and follow-up related to labor conciliation matters, employee claims, and settlement commitments.
• Maintain complete and confidential payroll and separation records, escalating legal or compensation decisions to People Operations, Leadership, or legal counsel.

Travel & Executive Administrative Support

• Coordinate approved business travel, including transportation, lodging, itineraries, changes, cancellations, and supporting documentation.
• Provide scheduling, meeting, document, travel, and general administrative support to the Chief Operational Excellence Officer and Operations Manager.
• Coordinate selected personal administrative matters when requested, while maintaining confidentiality and separating personal and company expenses.
• Track pending administrative commitments and follow up to ensure timely completion.

Vendor, Procurement & Facilities Coordination

• Purchase approved office supplies and services, maintain inventory levels, and coordinate routine procurement needs.
• Maintain current vendor information, service details, renewal dates, and supporting documentation.
• Coordinate routine facilities services, including maintenance, cleaning, security, utilities, repairs, and building management requests.
• Monitor vendor and facility issues, resolve routine matters, and escalate contractual, financial, or recurring service concerns.

Audit, Compliance & Administrative Records

• Support internal and external audits by gathering documentation, evidence, and administrative records.
• Follow up on assigned discrepancies and maintain visibility until corrective actions are completed.
• Maintain complete, accurate, confidential, and easily retrievable administrative records.
• Support approved administrative controls, documentation standards, and recurring compliance deadlines relevant to the role.

Requisitos

• Bachelor’s degree in Business Administration, Accounting, Human Resources, Industrial Relations, or a related field.
• Advanced English
• Experience in office management, executive support, administrative coordination, payroll administration, accounts payable support, or a similar role in a fast-paced organization.
• Demonstrated experience coordinating payments, invoices, payroll inputs, vendors, business travel, facilities, and confidential executive requests.
• Experience maintaining accurate records, approvals, supporting documentation, trackers, and recurring administrative deadlines.
• Working knowledge of Mexican invoicing, payroll, and employee separation documentation practices.
• knowledge of Mexican governance and legal procedures