Office Coordinator

at  Global Excel Management

Job Description:

This position is key to successfully organize the daily administrative operations and travel logistics of a fast-paced office environment, to interact effectively with a diverse group of people onsite and/or remotely, while at the same time performing the administrative coordination and meet the visitors’ needs. The position will mainly support the functions for the Mexico office but will also interact with the Office Manager in Miami and the HR department. This position also exists to manage the office maintenance to meet health and safety standards and Nom035 regulations.
This position requires onsite presence 5 days per week, during office hours (8 am to 5 pm).
Expected Outcomes & Tasks (not limited to):

Office Administration

• Mailroom management, receiving and triaging mail, mail distribution, scanning & electronic filing, liaise with different departments.
• Responsible for keeping Providers and Clients contracts filing up to date.
• Support Mexico Legal Representative for all administrative support needs
• Coordinate Senior Leadership activities and meetings
• Managing the office floor plan and ensuring staff workstations are set up correctly to minimize risk of injury.
• Produce and distribute accurate meeting notices, agendas and minutes
• Handles confidential information for Senior Leadership & HR
• Coordinate with Finance to ensure vendors invoices and employee expenses are approved in accordance with the company approval process.
• Coordinate with Operations to pay providers when needed (CC payments)
• Liaise with HR to reinforce corporate policies
• Prepare and edit correspondence, communications, presentations, reports and other documents