Job Title: Office Manager – Administration

Location: Guadalajara, Mexico
Job Type: Full-Time
Experience Required: 4–6 Years
Education: Bachelor’s Degree or Higher

Job Summary

We are seeking an experienced and organized Office Manager – Administration to oversee daily office operations, facilities management, vendor relationships, asset management, and administrative functions at our Guadalajara location.

The adecuado candidate will have strong leadership, organizational, communication, and problem-solving skills, along with a solid understanding of office administration, facilities management, budgeting, and compliance. This role will work closely with senior management, HR, and external vendors to ensure efficient operations, a safe workplace, and high-quality administrative support.

Key Responsibilities

- Develop, implement, and improve administrative policies and procedures to enhance operational efficiency.
- Oversee daily office administration, facilities operations, reception, mailroom, training rooms, and kitchen facilities.
- Coordinate with HR and external vendors on staffing, onboarding, employee engagement, and administrative projects.
- Manage office supplies, equipment, assets, and inventory to ensure availability and proper utilization.
- Oversee facility maintenance, repairs, building services, and electrical and mechanical systems.
- Ensure a safe, secure, clean, and well-maintained workplace that complies with applicable health, safety, environmental, and security standards.
- Manage vendor relationships, conduct regular performance reviews, and ensure service quality and timely delivery.
- Coordinate workspace planning, office floor plans,



seating arrangements, new employee allocations, and employee relocations.
- Support budgeting activities, review operational expenses, prepare reports, and identify cost-saving opportunities.
- Coordinate with HR and relevant stakeholders to ensure timely submission of monthly vendor invoices and processing of payments.
- Monitor contracts, track expiry dates, and initiate renewal or procurement processes as required.
- Manage facilities-related services across multiple locations, where applicable, and ensure compliance with contractual obligations and the company’s code of ethics.
- Coordinate transportation and accommodation arrangements for site visits and business activities.
- Ensure contract staff complete required training and comply with organizational policies.
- Participate in management meetings and support the implementation of departmental goals and projects.
- Provide emergency support for urgent facilities and office-related issues, including a 24/7 emergency contact arrangement.

Required Qualifications and Skills

- Bachelor’s degree or higher in Business Administration, Management, or a related field.
- 4–6 years of proven experience in office administration, office management, facilities management, or a similar role.




- Strong understanding of office management procedures, administrative policies, and compliance requirements.
- Working knowledge of facilities management, vendor management, budgeting, and financial administration.
- Proficiency in Microsoft Office applications, including Excel, Word, and PowerPoint.
- Excellent organizational, multitasking, and time-management skills.
- Strong analytical and problem-solving abilities.
- Effective leadership, coordination, and stakeholder management skills.
- Excellent written and spoken English communication skills.
- High level of integrity, professionalism, attention to detail, and commitment to accuracy.
- Ability to work independently, collaborate with cross-functional teams, and manage competing priorities.

Compliance and Workplace Standards

- Support awareness and implementation of applicable ISO, Information Security Management System (ISMS), and internal governance, risk, and compliance policies.
- Ensure adherence to company policies, procedures, safety standards, and applicable regulations.
- Maintain confidentiality and uphold professional and ethical standards in all administrative activities.

Compensation and Benefits

- Competitive compensation.
- Annual performance-based bonus.
- Standard industry benefits.

Interview Process

- HR Interview
- Domain/Technical Panel Interview
- Final HR Discussion

Interested candidates: If you have experience managing office administration, facilities, vendors, and workplace operations, we encourage you to apply.

Job Type: Contract

Pay: $19,000.00 per month

Work Location: In person

📌 Office Manager (Guadalajara)
🏢 GraceMark Solution
📍 Guadalajara