Senior Office Administrator

Role Summary In this position, you will be responsible for ensuring that the facilities are in operating condition as well as the safety of the building and employees. You will manage internal (maintenance) and external services (cleaning, gardening, etc.) so that the complex can operate at 100% and be both productive and efficient. You will also have participation in safety and hygiene actions and the management of the company's vehicle fleet. When working in a transnational company, you will have constant communication in English (verbal and written) Candidates selected for further consideration will be contacted by our team based in Texas. Responsibilities Supervising reception and security service of the office area Coordinate facility ticketing system Reviews, verifies, and approves all invoices in SAP prior to payment, ensuring accuracy, compliance, and proper financial control. Assessing and planning the purchasing needs Handling the receiving process Authorized person to handle external, internal business mailing and consignments Responsible for facility managed company assets handover/takeover/maintenance Responsible for organizing and supporting local colleagues’ travels Support On/offboarding process Prepare goody bags and entry badges for onboarding days In person support on on/offboarding days Handling the inventory control and storage Administrative Assistant to the General Manager Support local events Plants care and building decoration Manage fleet operations (vehicle administration, maintenance, and coordination with service providers) Coordinate maintenance and repair works in the office, ensuring timely execution and quality service Oversee cleaning services to ensure a high standard of office hygiene and tidiness Working on continuous process improvements Train and mentor other team members facility processes Oversee and improve end-to-end facility processes Make operational decisions and take responsibility for outcomes Contribute to the development of facility strategy and goals Propose cost-saving initiatives Handle stakeholder management at a higher level, ensuring effective collaboration with internal and external partners Assist the supervisor in leadership-related tasks (e.g., delegating work, setting priorities) Develop maintenance planning and oversee execution, ensuring minimal disruption to office operations HSE coordinator role Update monthly workhours reports HSE system/observations handling Part of the HSE Committee Team First point of contact as a HSE coordinator Responsible for safety duties Qualifications: 3 years of relevant experience in facility management or a related field BA degree in any field (or ongoing university studies) Excellent verbal and written communication skills in English User-level Microsoft Office – Excel, Word, Power Point, Outlook – knowledge Key skills & competencies: Excellent communication and interpersonal skills Outstanding coordination and organization skills Ability to multitask and prioritize tasks effectively Customer-focused mindset Strategic thinking and proactive attitude Leadership and mentoring skills Advanced problem-solving and decision-making ability Ability to work independently and in a team Ability to stay professional in challenging situations

Location: Querétaro, MX

Posted Date: 6/15/2025