Administrative Assistant

Job Title: Administrative Assistant Job Description We are looking for a proactive and detail-oriented Office Manager / Administrative Assistant to support the day-to-day operations of our Catalyst Mexico 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. Supplier & Vendor Management ---------------------------- * 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. Location: MEX Chihuahua City Av. Heroico Colegio Militar 4700 Tec Campus Language Requirements: Time Type: