Office Manager

GraceMark Solutions; Región Centro; On-site; MXN 240,000 - 420,000; Full time

Job summary

GraceMark Solutions is seeking an Office Administrator in Mexico to oversee the day-to-day operations of the office and ensure efficient administrative support across departments.

The role requires 1–3 years of relevant experience, a bachelor’s degree or higher, and strong MS Office skills. You’ll work closely with HR, vendors, and management to optimize workflows and maintain a secure, well-functioning facility.

Qualifications

• Bachelor’s degree or higher required.
• 1–3 years proven work experience as an office administrator.
• Proven experience in administration management.
• Familiarity with financial and facilities management principles.
• Excellent written and spoken English.

Responsibilities

• Develops and implements policies and procedures to improve operations and function of the department.
• Maintains staff by working with partner vendor to recruit, select, and orient, employees.
• Works with HR to initiate and coordinate goals, deadlines, and projects for their department.
• Monitors and procures office, training room, reception, mailroom, and kitchen supplies.
• Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
• Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
• Guides the organization’s activities and identifies opportunities to improve the business’ policies or objectives.
• Ensures the company is operating securely and effectively and prepares and reviews operational reports.
• Lead and/or participate in meetings and assist management in compiling an annual budget for the department.
• Asset Management of all entities and key management of multiple locations.
• Workspace Management - Maintaining of office floor plans for allocation of workspace to new joiners and relocations.
• Works with HR to ensure on-time submission of monthly bills and release of payments.
• Overall facilities and related services (ensure smooth & timely services for general building upkeep) & direct all facility personnel to assist in day-to-day operations.
• Reviews (weekly vendor team reviews).
• Meet the vendor partner: Scheduling meeting between client and vendor outsourced facilities.
• Ensure training requirements for all Contract Staff are met.
• Coordination of Employee engagement programs.
• Maintain a safe environment for all facility, employees, visitors and staff.
• Coordination of transportation and accommodations for site visits.
• Ensure that all contracts are professionally delivered at the right cost and in line with the companies Code of Ethics.
• Monitor expiry of contracts and initiate re-procurement if needed.
• 24/7 emergency call support.

Skills

Proven experience in administration

Office management procedures

Financial and facilities management

MS Office proficiency

Analytical mindset

Organizational and multitasking

Leadership & teamwork

Education

Bachelor’s degree or higher

Tools

MS Office

Job description

Administrative Managers play a role in many parts of a business’s operations. The Office Administrator will manage all office administrative duties, ensure the smooth running of the office and provide quality service to all. The Office Administrator is expected to demonstrate commitment and loyalty and perform all duties in accordance with the organization’s office routines and procedures, keeping in mind the overall business objectives. This is a top-level role, meaning Administrative Managers work with other leaders and team members in each business department. Administrative Managers have departmental duties they perform daily, which may include but is not limited to:

JOB RESPONSIBILITIES:

• Develops and implements policies and procedures to improve operations and function of the department.
• Maintains staff by working with partner vendor to recruit, select, and orient, employees.
• Works with HR to initiate and coordinate goals, deadlines, and projects for their department.
• Monitors and procures office, training room, reception, mailroom, and kitchen supplies.
• Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
• Manages the maintenance and repair of machinery, equipment, and electrical and mechanical systems.
• Guides the organization’s activities and identifies opportunities to improve the business’ policies or objectives
• Ensures the company is operating securely and effectively and prepares and reviews operational reports
• Lead and/or participate in meetings and assist management in compiling an annual budget for the department
• Asset Management of all entities and key management of multiple locations.
• Workspace Management - Maintaining of office floor plans for allocation of workspace to new joiners and relocations.
• Works with HR to ensure on-time submission of monthly bills and release of payments
• Overall facilities and related services (ensure smooth & timely services for general building upkeep) & direct all facility personnel to assist in day-to-day operations
• Reviews (weekly vendor team reviews)
• Meet the vendor partner: Scheduling meeting between client and vendor outsourced facilities
• Ensure training requirements for all Contract Staff are met
• Coordination of Employee engagement programs
• Maintain a safe environment for all facility, employees, visitors and staff
• Coordination of transportation and accommodations for site visits
• Ensure that all contracts are professionally delivered at the right cost and in line with the companies Code of Ethics
• Monitor expiry of contracts and initiate re-procurement if needed
• 24/7 emergency call support

REQUIRED SKILL SET:

• Proven experience in administration management
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Proficient in MS Office
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• A team player with leadership skills

COMPETENCIES, SKILLS AND OTHER REQUISITES:

• Excellent written and spoken English
• Unflinching integrity and personal work ethics
• Self-starter who strives for self and team excellence
• Flair for client satisfaction
• Attention to detail and concern for accuracy
• Excellent time management skills and multi-tasking ability
• Compliant to rules and regulations

ACADEMIC AND PROFESSIONAL BACKGROUND:

• Academic qualification for this role is a bachelor’s degree or higher
• At least 1-3 years proven work experience as an office administrator