Administrative Analyst - Facility Management / General Services - TEMP

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Current Role Title: Administrative Analyst – Facility Management / General Services - TEMP

Scope: Reception & Executive Support (PA to Country Manager)

1. Background

The Administrative Analyst – Facility Management / General Services is a business‑critical position will integrate three core functions:

• Front‑desk and reception responsibilities
• Executive administrative support to the Country Manager
• Office, facilities, and vendor management
• Ensure uninterrupted PA support to the Country Manager
• Maintain a professional and reliable front‑office presence
• Preserve operational stability across facilities, vendors, and internal services
• Safeguard productivity, service quality, and organizational efficiency during the leave period

The current incumbent will begin maternity leave at the end of May for approximately three months, creating an immediate and extended operational gap that requires temporary coverage.

2. Scope and Key Responsibilities

Executive Support to the Country Manager (PA Function)

• Provide direct administrative and coordination support to the Country Manager
• Manage calendar scheduling, meetings, agendas, and follow‑up actions
• Support preparation of internal and external meetings, including logistics and materials
• Serve as a reliable point of contact for internal and external stakeholders
• Uphold a high standard of professionalism, discretion, and responsiveness in all executive interactions

2. Office Administration

• Oversee daily office operations and facility management
• Manage office supplies and inventory
• Coordinate preventive and corrective maintenance activities
• Supervise reception duties and package handling

3. Staff Support and Services

• Act as the primary contact for staff operational requests
• Manage access badges, credentials, and workspace assignments
• Support onboarding logistics for new employees
• Route staff requests to the appropriate internal departments

4. Vendor Management

• Oversee external service providers and contractors
• Manage vendor contracts and procurement coordination
• Validate invoices and support related payment processes

5. Logistics and Internal Activity Support

• Coordinate meeting rooms and internal events
• Maintain logbooks and internal ticketing systems

6. Security and Compliance

• Coordinate visitor access and onsite security procedures
• Liaise with security teams as needed
• Ensure adherence to internal policies and compliance requirements

Business Impact Without a Temporary Replacement

Executive Effectiveness Risk

The Country Manager will depend daily on the Administrative Analyst with coordination support to manage leadership responsibilities, stakeholder interactions, and strategic priorities.

Reception and External Image Risk

This role serves as the first point of contact for brokers, partners, suppliers, and visitors.

Operational and Facilities Disruption

Office operations, facilities oversight, and vendor coordination require continuous management. Any interruption could lead to delays in maintenance, supplier follow‑up, and logistics, resulting in service issues and employee dissatisfaction.

Supplier and Compliance Exposure

Vendor oversight, invoice validation, and contract coordination require consistent attention. Gaps in these processes increase risks related to service quality, cost control, and compliance.

Required Qualifications:

• Proven experience providing executive assistance and supporting senior‑level stakeholders
• Strong organizational, coordination, and follow‑up capabilities
• Ability to manage front‑office operations, facilities matters, and vendor interactions with professionalism
• Fluent English (written and spoken) to effectively support the Country Manager and engage with regional and international counterparts
• High level of discretion, reliability, and service orientation
• Ability to work independently and efficiently in a fast‑paced, multi‑stakeholder environment
• Minimum of three years of experience in a similar role
• Accepts candidates with incomplete college education , such as approximately four semesters of university coursework
• Relevant skills and background aligned with the responsibilities of the position

Location: Ciudad de México/Mexico City Av. Insurgentes Centro 1685-Piso 15, Col, Guadalupe Inn, Álvaro Obregón, 01020 Ciudad de México, CDMX, Mexico