Administrative Assistant

Confidential; Chihuahua; Presencial; MXN 201.000 - 268.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

International environment

Growth exposure

Competitive compensation

Descripción de la vacante

Confidential seeks an Administrative Assistant to support day-to-day operations at our MEX office, combining行政 coordination, vendor management, compliance oversight, and facilities management in a fast-paced tech services environment. Strong English communication is required as the role interacts with international clients and partners.

The position focuses on office operations, REPSE compliance, vendor relationships, and event support, with opportunities to contribute across multiple locations

Formación

• 2+ years of experience in office administration or facilities coordination.
• Strong English communication skills, written and spoken.
• Spanish proficiency for vendor and landlord communications.
• Knowledge of Mexican supplier compliance frameworks including REPSE.
• Experience managing vendor relationships and regulatory compliance.

Responsabilidades

• Manage office supplies, inventory, and service contracts.
• Oversee REPSE compliance and subcontractor registrations.
• Supervise facilities, maintenance, access control, and audits.
• Plan client visits, including logistics and on-site setup.
• Support internal events and meetings across locations.
• Liaise with university partners for collaborations.
• Handle mail, packages, and leadership meeting prep.

Conocimientos

Office administration

Facilities coordination

Vendor management

Compliance oversight

REPSE compliance

English communication

Spanish language

Organizational skills

MS Office

Audit support

Herramientas

MS Office

CRM system

Document management

Descripción del empleo

We are looking for a proactive and detail-oriented Administrative Assistant to support the day-to-day operations of our MEX office. This is a hands-on role that combines administrative coordination, vendor management, compliance oversight, and facilities management in a fast-paced technology services environment. Strong English communication skills are required, as this role interacts directly with our international clients and partners.

Key Responsibilities

Office Operations

• Manage office supplies, inventory control, and service contracts to ensure smooth daily operations.
• Maintain an organized and consistently professional office environment, coordinating with cleaning staff and service providers to uphold appearance and operational standards at all times.
• Receive and manage incoming packages, shipments, and equipment deliveries; coordinate routing of legal and governmental correspondence as required.
• Source, onboard, and manage suppliers and service providers across office and facilities needs.
• Own the relationship with the building landlord, ensuring lease obligations, building regulations, and all required documentation are met and kept current.
• Ensure all vendors and service providers are fully compliant with company policies, including REPSE registration requirements for subcontracting under Mexican labor law.
• Maintain up-to-date supplier documentation, contracts, and compliance records; track and renew as needed.
• Conduct periodic vendor reviews to validate ongoing compliance and service quality.
• Manage direct vendor communications, including purchase orders, cleaning supplies, and incident resolution.

REPSE & Internal Compliance

• Maintain and manage electronic records for REPSE compliance, including validation of provider registrations and updates to the compliance database.
• Ensure all subcontracted service providers meet legal requirements under Mexican labor law at all times.
• Support internal and external audits related to facilities, vendors, and compliance — workload can increase significantly during audit periods.
• Process purchase invoices, organize supporting documentation, and follow up on approvals as required.

Facilities & Maintenance

• Oversee cleanliness and organization of the office space; supervise maintenance staff and service providers.
• Coordinate with maintenance staff for repairs, upkeep, and facility-related needs.
• Manage on-site access control systems, security cameras, and facility audits.
• Plan and execute Utility Tests — structured exercises to verify the availability, reliability, and effectiveness of critical facilities and services that support business operations, ensuring continuity under both normal conditions and disruption scenarios.

Client Visit Logistics & Experience

• Own the end-to-end client visit experience, ensuring that every touchpoint — from arrival to departure — reflects the One Concentrix standard of excellence.
• Coordinate all visit logistics including transportation, catering, restaurant reservations, and on-site setup for clients, prospective clients, and internal stakeholders.
• Prepare materials, branded signage, and office presentation ahead of visits, creating an environment that communicates professionalism, warmth, and the Concentrix brand.
• Serve as the on-site host and point of coordination during visits, anticipating needs and ensuring a seamless, memorable experience for every guest.
• Collaborate with leadership on visit agendas and logistics, managing all moving parts across teams and vendors from planning through execution.
• During high-demand visit periods, this function takes priority and may require significantly expanded availability and coordination effort.

Event Planning & Coordination

• Support planning and execution of internal events, including Town Halls, Welcome Calls, and company-wide gatherings across our locations.
• Handle vendor coordination, venue logistics, and on‑site arrangements for events.
• Manage recognition programs and WFH/engagement award logistics, including metrics tracking and prize coordination.
• Event workload varies — preparation and execution periods can require significantly expanded hours.

Ecosystem & Institutional Relationships

• Serve as the liaison with the University for collaboration agreements, ecosystem engagement, and compliance requirements.
• Coordinate regular touchpoints on office operations, upcoming events, and institutional planning with the University team.

Administrative Support

• Manage incoming and outgoing correspondence, mail, and package routing.
• Assist with special projects and ad hoc requests from leadership.
• Prepare materials for leadership meetings, Townhalls, and welcome sessions.
• Provide general administrative support to ensure efficient operation of the office.

What We're Looking For

• 2+ years of experience in office administration, facilities coordination, or a similar role.
• Strong English communication skills — written and spoken — required.
• Spanish proficiency required for vendor and landlord communications.
• Working knowledge of Mexican supplier compliance frameworks, including REPSE.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Proactive attitude and comfort working independently with minimal supervision.
• Experience managing vendor relationships and ensuring regulatory compliance.
• Familiarity with office tools (Microsoft Office).
• Availability to occasionally support events or visits at other company locations.

What We Offer

• A collaborative, international work environment.
• Direct exposure to a high-growth technology services operation.
• Competitive compensation based on experience.