Mexico City Office
The Administrative Coordinator is responsible for performing various administrative and clerical tasks in different areas to support AMBAL's daily operations. This role is essential in maintaining the effectiveness and efficiency of office operations.
Responsibilities Perform reception duties: greet visitors and set up meeting rooms
Responsible for connecting boardroom users to the video call system
Collect and distribute incoming office mail and prepare outgoing office mail
Assist the Operations and Governance Manager with general administrative tasks as directed
Place orders for office supplies, pantry, etc.
Manage relationships with office vendors
Basic office management: replacing light bulbs, carpet cleaning, pest control, machine repair, etc.
Assist in preparing the starter kit for new staff, including the door access card, office keys, equipment request and setup, etc.
Collect access cards, keys, laptops, key fobs, etc., from departing employees
Set up workstations for new employees
Act as liaison for IT issues with the corporate office
Prepare and organize staff events under the direction of the Operations and Governance Manager
Company secretarial duties: prepare company minutes (relating to bank account changes, lease agreements, etc.) for submission to head office for signature
Handle ad hoc office moves or renovations, working under the direction of the Operations and Governance Manager and Managing Director
Process accounts payable - including preparing purchase orders (or similar documents), receiving vendor invoices, obtaining approvals, and preparing documents for payment
Updating training systems, reports, and documents to be filed in reviews with the Ministry of Labor
Perform other duties as assigned.
Qualifications 2 plus years of executive administrative experience supporting executives
High School Diploma required. Bachelor’s Degree a plus.
Skills Ability to communicate effectively with management, both internally and externally
Proven experience with Microsoft Office (Word, Excel and PowerPoint)
Ability to work in a fast-paced environment
Strong problem solving and analytical skills
Exceptional oral and written communication skills
Knowledge of internet, email and web-based applications
Must be team oriented with a positive and outgoing demeanor
Proficient in English at an upper/intermediate level, both spoken and written. Knowledge of spoken and written Portuguese a plus.
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