Administrative Coordinator

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.

1. Perform reception duties: greet visitors and set up meeting rooms
2. Responsible for connecting boardroom users to the video call system
3. Collect and distribute incoming office mail and prepare outgoing office mail
4. Assist the Operations and Governance Manager with general administrative tasks as directed
5. Place orders for office supplies, pantry, etc.
6. Manage relationships with office vendors
7. Basic office management: replacing light bulbs, carpet cleaning, pest control, machine repair, etc.
8. Assist in preparing the starter kit for new staff, including the door access card, office keys, equipment request and setup, etc.
9. Collect access cards, keys, laptops, key fobs, etc., from departing employees
10. Set up workstations for new employees
11. Act as liaison for IT issues with the corporate office
12. Prepare and organize staff events under the direction of the Operations and Governance Manager
13. Company secretarial duties: prepare company minutes (relating to bank account changes, lease agreements, etc.) for submission to head office for signature
14. Handle ad hoc office moves or renovations, working under the direction of the Operations and Governance Manager and Managing Director
15. Process accounts payable - including preparing purchase orders (or similar documents), receiving vendor invoices, obtaining approvals, and preparing documents for payment
16. Updating training systems, reports, and documents to be filed in reviews with the Ministry of Labor
17. Perform other duties as assigned.

1. 2 plus years of executive administrative experience supporting executives
2. High School Diploma required. Bachelor’s Degree a plus.

1. Ability to communicate effectively with management, both internally and externally
2. Proven experience with Microsoft Office (Word, Excel and PowerPoint)
3. Ability to work in a fast-paced environment
4. Strong problem solving and analytical skills
5. Exceptional oral and written communication skills
6. Knowledge of internet, email and web-based applications
7. Must be team oriented with a positive and outgoing demeanor
8. Proficient in English at an upper/intermediate level, both spoken and written. Knowledge of spoken and written Portuguese a plus.