Junior Administrative Assistant

Job Title:

Job Description

Key Responsibilities

Office Operations

• Manage office supplies, inventory control, and service contracts to ensure smooth daily operations.
• Maintain an organized and consistently professional office environment, coordinating with cleaning staff and service providers to uphold appearance and operational standards at all times.
• Receive and manage incoming packages, shipments, and equipment deliveries; coordinate routing of legal and governmental correspondence as required.

Supplier & Vendor Management

• Source, onboard, and manage suppliers and service providers across office and facilities needs.
• Own the relationship with the building landlord, ensuring lease obligations, building regulations, and all required documentation are met and kept current.
• Ensure all vendors and service providers are fully compliant with company policies, including REPSE registration requirements for subcontracting under Mexican labor law.
• Maintain up-to-date supplier documentation, contracts, and compliance records; track and renew as needed.
• Conduct periodic vendor reviews to validate ongoing compliance and service quality.
• Manage direct vendor communications, including purchase orders, cleaning supplies, and incident resolution.

REPSE & Internal Compliance

• Maintain and manage electronic records for REPSE compliance, including validation of provider registrations and updates to the compliance database.
• Ensure all subcontracted service providers meet legal requirements under Mexican labor law at all times.
• Support internal and external audits related to facilities, vendors, and compliance - workload can increase significantly during audit periods.
• Process purchase invoices, organize supporting documentation, and follow up on approvals as required.

Facilities & Maintenance

• Oversee cleanliness and organization of the office space; supervise maintenance staff and service providers.
• Coordinate with maintenance staff for repairs, upkeep, and facility-related needs.
• Manage on-site access control systems, security cameras, and facility audits.
• Plan and execute Utility Tests - structured exercises to verify the availability, reliability, and effectiveness of critical facilities and services that support business operations, ensuring continuity under both normal conditions and disruption scenarios.

Client Visit Logistics & Experience

• Own the end-to-end client visit experience, ensuring that every touchpoint - from arrival to departure - reflects the One Concentrix standard of excellence.
• Coordinate all visit logistics including transportation, catering, restaurant reservations, and on-site setup for clients, prospective clients, and internal stakeholders.
• Prepare materials, branded signage, and office presentation ahead of visits, creating an environment that communicates professionalism, warmth, and the Concentrix brand.
• Serve as the on-site host and point of coordination during visits, anticipating needs and ensuring a seamless, memorable experience for every guest.
• Collaborate with leadership on visit agendas and logistics, managing all moving parts across teams and vendors from planning through execution.
• During high-demand visit periods, this function takes priority and may require significantly expanded availability and coordination effort.

Event Planning & Coordination

• Support planning and execution of internal events, including Town Halls, Welcome Calls, and company-wide gatherings across our locations.
• Handle vendor coordination, venue logistics, and on-site arrangements for events.
• Manage recognition programs and WFH/engagement award logistics, including metrics tracking and prize coordination.
• Event workload varies - preparation and execution periods can require significantly expanded hours.

Ecosystem & Institutional Relationships

• Serve as the liaison with the University for collaboration agreements, ecosystem engagement, and compliance requirements.
• Coordinate regular touchpoints on office operations, upcoming events, and institutional planning with the University team.

Administrative Support

• Manage incoming and outgoing correspondence, mail, and package routing.
• Assist with special projects and ad hoc requests from leadership.
• Prepare materials for leadership meetings, Townhalls, and welcome sessions.
• Provide general administrative support to ensure efficient operation of the office.

What We're Looking For

• 2+ years of experience in office administration, facilities coordination, or a similar role.
• Strong English communication skills - written and spoken - required.
• Spanish proficiency required for vendor and landlord communications.
• Working knowledge of Mexican supplier compliance frameworks, including REPSE.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Proactive attitude and comfort working independently with minimal supervision.
• Experience managing vendor relationships and ensuring regulatory compliance.
• Familiarity with office tools (Microsoft Office).
• Availability to occasionally support events or visits at other company locations.

What We Offer

• A collaborative, international work environment.
• Direct exposure to a high-growth technology services operation.
• Competitive compensation based on experience.

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