About the Role
We are looking for an organized and detail-oriented professional to support administrative operations, office coordination, executive assistance, and financial documentation processes within a dynamic organization. This role will ensure smooth day-to-day operations while maintaining accurate records, coordinating with internal teams and external providers, and handling confidential information with professionalism.

Responsibilities
Coordinate daily administrative operations and ensure the office remains organized, functional, and properly supported.
Manage office-related activities including supplies, facilities coordination, workplace services, meetings, and general administrative requests.
Maintain administrative records, calendars, vendor information, and recurring operational schedules.
Coordinate invoice processing, payment documentation, approvals, and follow-up to ensure timely completion.
Review and maintain accurate supporting documentation for payments, reimbursements, and administrative expenses.
Follow up on missing information, documentation discrepancies, and pending approvals with internal stakeholders and external providers.
Provide administrative support for payroll-related processes, ensuring employee information and documentation are properly maintained.
Coordinate onboarding, employee changes, and separation documentation while maintaining confidentiality.
Support communication and follow-up with external accountants and service providers regarding administrative matters.
Provide executive administrative support including calendar coordination, meeting preparation,



documentation, and follow-up activities.
Coordinate business travel arrangements, including transportation, accommodations, itineraries, and related documentation.
Manage confidential requests with discretion and ensure proper handling of sensitive information.
Coordinate relationships with suppliers and service providers, including purchasing activities, negotiations, and service follow-up.
Maintain updated vendor records, contracts, service information, and administrative documentation.
Support office maintenance, facilities coordination, and workplace-related requests.
Assist with internal and external audits by gathering documentation and maintaining organized administrative records.
Ensure compliance with company procedures, documentation standards, and administrative controls.

Requirements:
Bachelor’s degree in Business Administration, Accounting, Human Resources, Industrial Relations, or a related field.
Advanced English
Experience in office management, executive support, administrative coordination, payroll administration, accounts payable support, or a similar role in a fast-paced organization.
Demonstrated experience coordinating payments, invoices, payroll inputs, vendors, business travel, facilities, and confidential executive requests.
Experience maintaining accurate records, approvals, supporting documentation, trackers, and recurring administrative deadlines.
Working knowledge of Mexican invoicing, payroll, and employee separation documentation practices.
knowledge of Mexican governance and legal procedures

📌 Office Manager (San Pedro Garza García)
🏢 Totum Talent
📍 San Pedro Garza García