Job Description

We are seeking an Executive Assistant to join our Building Consulting team in our office in Mexico City. This is a unique opportunity for an entrepreneurial, highly driven person with a well-rounded skill set to join the Building Consulting team. The ideal person for this role will need to not only have a strong grasp of project document handling but also be adaptable and a strategic thinker able to take on a variety of tasks.

Responsibilities:

- Act as the primary liaison with the global team to register new projects
- Prepare and manage the necessary documentation for the opening and registration of projects
- Create and maintain the necessary document folders for each project
- Request and manage folder access permissions for the consultants involved
- Review the delivery of fee estimates and verify that the rates recorded are correct
- Keep fee budgets up to date for each project




- Record the use of external consultants and special teams by entering their times in the corresponding cases
- Prepare time logs in the format required by customers for the request of invoices
- Verify the consistency of the final logs with those recorded in the system, ensuring that no hours are left unrecorded
- Manage the delivery of work equipment evolution and storage for new or retiring employees
- Interact with consultants to ensure constant entry of time into the system
- Make the necessary corrections in case of omissions
- Review the existence of deliverable documents and coordinate with consultants the request for invoices to be sent to clients
- To take care of the purchases of supplies and materials necessary for the operation of the office

📌 Executive Administrative Assistant (Ciudad de México)
🏢 J.S. Held
📍 Ciudad de México