Office and General Administration Manager

Hitachi; Ciudad de México; Presencial; MXN 200,000 - 400,000; Jornada completa

Descripción de la vacante

A global technology firm in Mexico City is seeking an Office and General Administration Manager. This role encompasses overseeing administrative tasks, managing finances, and coordinating HR functions. Candidates should possess strong organizational skills and be proficient in both Spanish and English. A minimum of 5 years of office management experience is required. The position offers a full-time schedule and is based on-site.

Formación

• Minimum 5 years related office management experience.
• Strong background in business administration coordination and organizational skills.
• Demonstrated experience in developing and documenting procedures.

Responsabilidades

• Oversee administrative tasks related to office management.
• Support auditing and internal policy submissions.
• Coordinate new hire onboarding processes.

Conocimientos

Strong computer skills

Analytical and critical thinking

Excellent verbal and written communication in Spanish and English

Interpersonal communication

Educación

Bachelor's degree or equivalent work-related experience

Herramientas

Microsoft Office Applications

Descripción del empleo

Job Information

• Location: Cuauhtemoc Chihuahua Mexico
• Job ID: R0108014
• Date Posted: Company Name :
• Company Name: HITACHI HIGH-TECH MEXICO S.A. DE C.V.
• Profession (Job Category): Administration & Facilities
• Job Schedule: Full time
• Remote: No

Job Description : POSITION SUMMARY

The Office and General Administration Manager is responsible for overseeing and executing administrative tasks related to office management and administration. These tasks include assisting and supporting requests and local administration of finance accounting human resources information technology and legal coordination between Hitachi High-Tech Mexico (HTMX) and Hitachi High-Tech America (HTA). Anticipates problems and initiates actions to ensure that office and general administration are efficient and executed in a timely manner. Assists accounting team with reporting of budget forecast commissions expense and closing. Works closely with HTMX leadership to improve procedures and processes coordinate efforts and implement and streamline initiatives. Assist in preparing reports documents communications and plans and coordinating workflow within HTMX and between HTMX and HTA.

PRIMARY RESPONSIBILITIES

Accounting & Finance

• Audit support: submission of information requested by the auditors for Japans Financial Instruments and Exchange Law (J-SOX) and follow up with auditor or vendor as needed.
• Internal policies: submission of internal policies to HTMX employees such as codes of conduct finance and expense manual
• Maintain and renew liability insurances for office and company car company car lease
• Manage company credit card (AMEX) set up control and maintenance of accounts
• Set up and renew office Lease with HALMEX including organizing and coordinating office space access control and parking space.
• Serve as back-up for performing monthly and quarterly accounting duties including budget forecast commissions expense accruals and closing tasks
• Other duties in support of the accounting team as assigned

Human Resources

• Internal policies: follow-up with HTMX employees to submit information requested for Employee Handbook application of Saving Fund Health and Life Insurance
• Maintain and renew HTMX insurance for employee life and medical
• Monitor and follow-up to maintain compliance with required employee training executed in HiNext Hitachi University and ComplianceWire
• Support expatriate assignments including initiation and maintenance of work or resident visa apartment lease taxes bank procedures
• Communicate and support Hitachi Insights to HTA-HR for the preparation of the survey administration
• Submit physical documents to Social Security (IMSS) as required and instructed by payroll vendor (Deloitte)
• Maintain and administer Saving Fund for HTMX employees
• Coordinates new hire onboarding: request of new account and PC to IT and preparation and execution of the onboarding processes
• Support the arrangements of the Christmas Dinner Event
• Submit reports to HTA including:
• headcount report monthly and quarterly
• EHS report submission to HTA (annually)
• CRT report submission for HTA for office insurance (annually)
• Manage workplace: ensuring efficient work practices punctual attendance and ethics in the workplace.
• Maintain Vacation and Sick Leave Attendance Control Sheet supervise and control the Vacation and Sick Leave records and submit the report to HTA and share the information with HTMX employees twice a year (Apr / Oct)

Information Technology

• Administer company telephone (mobiles) including requests for new replacement termination of service for mobiles and review and maintenance of phone lines
• Support HTA IT with set up and maintenance of the office server and maintenance of the AP and internet.
• Set up and maintain desk telephone in support of HTA IT
• Maintain and support creation and administration of HTMX distribution lists with HTA-IT team.
• Administer SharePoint & Shared Drive for HTMX-HHT HTMX-HTG HTMX-HTT Shared Drive (G : )
• Maintain and control the administration of the offices printer (Konica)
• Support for Deloitte team to access VPN and SAP access and Edicom ticket issues with HTA-IT
• Supervise and control of the Companys Asset Responsibility Control Sheet

Legal

• Review and process payment for service invoices from law firms
• Support HTA Legal in the general clerical duties among HTA HTMX and law firms.
• Support HTA Legal in follow-up for the preparation and review of the documents such as business contracts expatriate residential leasing agreements etc.
• Provide current information for the labor reform or legal developments to HTMX management HTA-Legal-HR.
• Create tickets in Legal ticketing system SharePoint as needed in support of HTMX management

EDUCATION LICENSES AND / OR CERTIFICATION REQUIREMENTS

Bachelors degree or equivalent work-related experience for 5 years

EXPERIENCE AND TRAVEL REQUIREMENTS

• Minimum 5 years related office management experience
• Strong background in business administration coordination and organizational skills required
• Demonstrated experience in developing and documenting procedures and managing through influence required
• Ability to travel 5% domestically or internationally

SKILLS AND ABILITIES REQUIREMENTS

• Strong computer skills required knowledge of Microsoft Office Applications required
• Analytical and critical thinking skills with the ability to identify risks and improvement opportunities and to develop resulting actionable solutions.
• Excellent verbal and written Spanish and English communication skills required;
• Conversation Japanese language skills preferred.
• Strong communication skills including interpersonal communication and collaboration skills ability to build trust with colleagues at all levels of the organization and externally required

Key Skills

• Dhcp
• Airport Security
• Cisco
• Corporate Recruitment
• Inventory Management

Required Experience : Manager