Administration & Office Coordinator

CTG Latam, a leading renewable energy company, is seeking an Administration & Office Coordinator to join its Administration team in Mexico City.

Job Purpose

Ensure the efficient operation of the Mexico office by managing administrative services, facilities, provider contracts, expatriate support, logistics, and asset control, while ensuring compliance with internal procedures and cost-effective service delivery.

Main Duties and Responsibilities

Administrative Support

• Provide administrative support to management and office leadership as required.
• Handle business travel arrangements for employees, including flights, hotels, transportation, and related logistics.

Office Management and Facilities

• Oversee daily office operations to ensure a safe, functional, and professional working environment.
• Manage office access control for employees and visitors, including assignment and cancellation of access cards.
• Supervise cleaning, maintenance, and other facility-related services.
• Execute and monitor the office preventive and corrective maintenance plan.

Provider and Contract Management

• Manage procurement of administrative goods and services in accordance with company procedures.
• Administer service contracts under her scope, including follow-up on performance, renewals, and compliance.
• Act as focal point for office-related vendors (maintenance, cleaning, utilities, rentals, etc.).

Invoice and Financial Administrative Control

• Receive, verify, and process invoices related to administrative and facility services.
• Ensure timely invoice submission and payment processing through SAP.
• Coordinate with the Finance department on budget tracking and expense control related to her scope.

Expatriate Support

• Manage expatriate accommodation arrangements, including apartment rental, lease contracts, and related services.
• Support expatriates with visa processes, documentation, and relocation logistics.
• Act as local administrative contact for expatriates regarding housing and office-related matters.

Logistics and Travel

• Coordinate domestic and international travel arrangements for employees when required.
• Support logistics for visitors, delegations, and business trips.

Event and General Support

• Support coordination of internal events, meetings, and corporate activities when necessary.
• Address employees’ queries related to office management and administrative services.
• Provide high-quality internal customer service to all employees and stakeholders.

Qualifications

• English level + B2 (required)
• Bachelor’s degree in Business Administration or a related field (required).
• Experience: Minimum of 3 years of experience in administrative roles.
• Experience working in multicultural
• Experience in a multinational or cross-cultural environment (required).
• Availability to work fully on Site - Miyana Polanco