Office Manager

GraceMark Solutions; Región Centro; Presencial; MXN 193.000 - 231.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Annual performance-based bonus

Competitive compensation

Standard industry benefits

Descripción de la vacante

GraceMark Solutions is seeking an experienced Office Manager - Administration to oversee daily office operations at our Guadalajara location. The role focuses on facilities management, vendor relationships, asset handling, and comprehensive administrative support.

The ideal candidate will bring strong leadership, organizational and communication skills, plus a solid understanding of budgeting, compliance, and office procedures to ensure a safe, efficient workplace and high-quality administrative

Formación

• Bachelor's degree or higher in Business Administration, Management, or related field.
• 4-6 years of proven experience in office administration, office management, facilities management, or a similar role.
• Strong understanding of office management procedures, administrative policies, and compliance requirements.
• Working knowledge of facilities management, vendor management, budgeting, and financial administration.
• Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
• Excellent organizational, multitasking, and time-management skills.
• Strong analytical and problem-solving abilities.
• Effective leadership, coordination, and stakeholder management skills.
• Excellent written and spoken English communication skills.
• High level of integrity, professionalism, attention to detail, and commitment to accuracy.
• Ability to work independently, collaborate with cross-functional teams, and manage competing priorities.

Responsabilidades

• Develop, implement, and improve administrative policies and procedures to enhance operational efficiency.
• Oversee daily office administration, facilities operations, reception, mailroom, training rooms, and kitchen facilities.
• Coordinate with HR and external vendors on staffing, onboarding, employee engagement, and administrative projects.
• Manage office supplies, equipment, assets, and inventory to ensure availability and proper utilization.
• Oversee facility maintenance, repairs, building services, and electrical and mechanical systems.
• Ensure a safe, secure, clean, and well-maintained workplace that complies with applicable health, safety, environmental, and security standards.
• Manage vendor relationships, conduct regular performance reviews, and ensure service quality and timely delivery.
• Coordinate workspace planning, office floor plans, seating arrangements, new employee allocations, and employee relocations.
• Support budgeting activities, review operational expenses, prepare reports, and identify cost-saving opportunities.
• Coordinate with HR and relevant stakeholders to ensure timely submission of monthly vendor invoices and processing of payments.
• Monitor contracts, track expiry dates, and initiate renewal or procurement processes as required.
• Manage facilities-related services across multiple locations, where applicable, and ensure compliance with contractual obligations and the company’s code of ethics.
• Coordinate transportation and accommodation arrangements for site visits and business activities.
• Ensure contract staff complete required training and comply with organizational policies.
• Participate in management meetings and support the implementation of departmental goals and projects.
• Provide emergency support for urgent facilities and office-related issues, including a 24/7 emergency contact arrangement.

Conocimientos

Office Admin

Facilities Mgmt

Vendor Mgmt

Budgeting

Leadership

English Proficiency

Time Management

Communication

Educación

Bachelor's degree or higher in Business Administration or related field

Herramientas

Microsoft Office

Descripción del empleo

Job Title: Office Manager - Administration

Job Type: Full-Time

Salary: $19,000.00 MXN per month, plus statutory and additional benefits

Experience Required: 4-6 Years

Education: Bachelor's Degree or Higher

Job Summary

We are seeking an experienced and organized Office Manager - Administration to oversee daily office operations, facilities management, vendor relationships, asset management, and administrative functions at our Guadalajara location.

The ideal candidate will have strong leadership, organizational, communication, and problem-solving skills, along with a solid understanding of office administration, facilities management, budgeting, and compliance. This role will work closely with senior management, HR, and external vendors to ensure efficient operations, a safe workplace, and high-quality administrative support.

Key Responsibilities

• Develop, implement, and improve administrative policies and procedures to enhance operational efficiency.
• Oversee daily office administration, facilities operations, reception, mailroom, training rooms, and kitchen facilities.
• Coordinate with HR and external vendors on staffing, onboarding, employee engagement, and administrative projects.
• Manage office supplies, equipment, assets, and inventory to ensure availability and proper utilization.
• Oversee facility maintenance, repairs, building services, and electrical and mechanical systems.
• Ensure a safe, secure, clean, and well-maintained workplace that complies with applicable health, safety, environmental, and security standards.
• Manage vendor relationships, conduct regular performance reviews, and ensure service quality and timely delivery.
• Coordinate workspace planning, office floor plans, seating arrangements, new employee allocations, and employee relocations.
• Support budgeting activities, review operational expenses, prepare reports, and identify cost-saving opportunities.
• Coordinate with HR and relevant stakeholders to ensure timely submission of monthly vendor invoices and processing of payments.
• Monitor contracts, track expiry dates, and initiate renewal or procurement processes as required.
• Manage facilities-related services across multiple locations, where applicable, and ensure compliance with contractual obligations and the company’s code of ethics.
• Coordinate transportation and accommodation arrangements for site visits and business activities.
• Ensure contract staff complete required training and comply with organizational policies.
• Participate in management meetings and support the implementation of departmental goals and projects.
• Provide emergency support for urgent facilities and office-related issues, including a 24/7 emergency contact arrangement.

Required Qualifications and Skills

• Bachelor's degree or higher in Business Administration, Management, or a related field.
• 4-6 years of proven experience in office administration, office management, facilities management, or a similar role.
• Strong understanding of office management procedures, administrative policies, and compliance requirements.
• Working knowledge of facilities management, vendor management, budgeting, and financial administration.
• Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
• Excellent organizational, multitasking, and time-management skills.
• Strong analytical and problem-solving abilities.
• Effective leadership, coordination, and stakeholder management skills.
• Excellent written and spoken English communication skills.
• High level of integrity, professionalism, attention to detail, and commitment to accuracy.
• Ability to work independently, collaborate with cross-functional teams, and manage competing priorities.

Compliance and Workplace Standards

• Support awareness and implementation of applicable ISO, Information Security Management System (ISMS), and internal governance, risk, and compliance policies.
• Ensure adherence to company policies, procedures, safety standards, and applicable regulations.
• Maintain confidentiality and uphold professional and ethical standards in all administrative activities.

Compensation and Benefits

• Competitive compensation.
• Annual performance-based bonus.
• Standard industry benefits.

Interview Process

• HR Interview
• Domain/Technical Panel Interview
• Final HR Discussion

Interested candidates: If you have experience managing office administration, facilities, vendors, and workplace operations, we encourage you to apply.