Administrative Analyst

Hussmann-American, S. de R.L. de C.V.; Ciénega de Flores; Presencial; MXN 201.000 - 268.000; Jornada completa

Descripción de la vacante

Hussmann-American, S. de R.L. de C.V.

seeks an Administrative Assistant to support the Engineering Department with organized, proactive, and confidential administrative tasks. The role emphasizes efficient daily operations, communication, and a professional environment. Responsibilities include calendar management, cross-department coordination, and maintaining orderly offices and documentation while ensuring timely follow-up on requests.

Formación

• 2+ years of experience as Administrative Assistant or similar role.
• Bachelor’s or technical degree in a related field.
• Bilingual English/Spanish proficiency for interaction with US-based contacts.
• Strong organizational and time-management skills.
• Proficiency in Microsoft Office Suite.

Responsabilidades

• Manage calendars, meetings, and department schedules with multiple stakeholders.
• Provide administrative support to Engineering management and team members.
• Maintain offices, common areas, and conference rooms organized and equipped.
• Handle office supplies, quotations, purchase requests, and inventories.
• Coordinate cross-department logistics and meetings, including room reservations and refreshments.
• Organize visitor arrangements, meals, transportation, and accommodations as needed.
• Support documentation, reports, expenses, invoices, and related records.
• Identify administrative needs and resolve day-to-day issues.

Conocimientos

Bilingual English/Spanish

Communication skills

Time management

Multitasking

Educación

Bachelor’s degree in Business Administration/Office Administration/Management

Herramientas

Microsoft Office

Outlook

Word

Excel

PowerPoint

Descripción del empleo

The Administrative Assistant provides administrative and organizational support to the Engineering Department, ensuring efficient daily operations, effective communication, and a professional work environment. This role requires a highly organized, proactive, service-oriented individual capable of managing multiple priorities with professionalism and confidentiality.

Key Responsibilities

• Manage calendars, meetings, appointments, department activities, and schedules, coordinating with employees, management, suppliers, and visitors.
• Provide administrative support to Engineering management and team members, including follow-up on requests, tasks, and pending activities.
• Maintain Engineering offices, common areas, and conference rooms organized, equipped, and ready for use.
• Manage office supplies and purchasing activities, including quotations, purchase requests, orders, deliveries, inventory, and records.
• Coordinate with Purchasing, Finance, HR, Facilities, IT, suppliers, and other departments to address administrative and operational needs.
• Coordinate internal and external meetings, including room reservations, equipment, materials, documentation, refreshments, and other logistics.
• Coordinate Engineering visitor arrangements, including transportation, meals, accommodations, meeting rooms, schedules, and related requirements.
• Organize department engagement and team-building activities that promote collaboration and a positive work environment.
• Maintain accurate physical and electronic files, ensuring documentation is updated, accessible, and handled confidentially.
• Support administrative and financial documentation, including reports, expenses, invoices, receipts, and related records.
• Proactively identify administrative needs, resolve day-to-day issues, and perform other related duties as assigned.

Requirements

• Technical or bachelor’s degree in Business Administration, Office Administration, Management, or a related field.
• 2+ years of experience as an Administrative Assistant, Office Coordinator, Executive Assistant, or similar role.
• Bilingual English/Spanish proficiency, with strong verbal and written communication skills for interaction with U.S.-based employees, management, visitors, suppliers, and business contacts.
• Strong organizational, time-management, multitasking, and follow-up skills.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
• Ability to maintain confidentiality, meet deadlines, and work effectively in a fast-paced environment.
• Professional, proactive, and customer-service-oriented approach.