The posting
We are looking for a Operations Specialist – Mexico is responsible for supporting the efficient day-to-day operations of the Mexico office and contributing to regional Operations activities across LATAM. The role ensures smooth office functioning by coordinating facilities management, vendor relationships, procurement, invoice processing, documentation, asset management, logistics, and employee support. The Specialist also assists with internal events, business visits, and operational projects, while maintaining accurate records, following internal procedures, and ensuring timely resolution of office, facility, and office-related issues.
Working closely with the Operations Business Partner (BP), OPS Manger the broader Operations team, local employees, regional stakeholders, and external suppliers, the Operations Specialist helps maintain a safe, organized, and productive workplace. The role requires a proactive, service-oriented, and process-driven approach, with a strong focus on accuracy, accountability, cross-functional collaboration, and continuous improvement. Knowledge of occupational Health and Safety (H&S) requirements and support in implementing relevant office safety procedures are also expected.
Key Responsibilities
- Ensure the smooth daily functioning of the Mexico office, including workspace readiness, office supplies, snacks, meeting rooms, access management, and general facility needs.
- Coordinate maintenance, cleaning, repairs, and other facility-related services, ensuring timely resolution of operational issues.
- Manage office access keys and coordinate access arrangements for employees, visitors, and HQ guests.
- Monitor office conditions and support the implementation of Health and Safety requirements, internal policies, and workplace standards.
- Coordinate with local suppliers and service providers to ensure timely delivery of goods and services.
- Support supplier sourcing, quotation collection, price comparisons, onboarding, and partnership discussions.
- Manage the administrative flow of invoices, purchase requests, accounting approvals, and payment follow-ups in accordance with internal procedures.
- Maintain an up-to-date vendor database and monitor service quality, contractual obligations, and payment statuses.
- Support virtual office and coworking arrangements, including subscriptions, utilities, and related payments.
- Create, organize, update, and archive physical and digital documentation in accordance with internal standards.
- Maintain accurate office databases, asset inventories, budget trackers, supplier records, and operational task lists.
- Support correspondence management, including receiving, scanning, distributing, sending, and archiving documents.
- Prepare reports, spreadsheets, forms, presentations, dashboards, and visual summaries to support operational planning, budget monitoring, and management updates.
- Support monitoring of the Mexico Operations budget, tracking expenses, invoices, payment statuses, and budget utilization.
- Assist with invoice submissions, accounting approvals, accrual confirmations, and financial documentation.
- Maintain accurate and up-to-date expense trackers and supporting records, identifying discrepancies or potential delays and escalating them when necessary.
- Follow established procurement, payment, and budget control procedures to support cost efficiency and financial transparency.
- Welcome new employees, visitors, and HQ guests, providing the necessary information, access, and office support.
- Coordinate the distribution of office materials, recruitment-related supplies, and other resources required by employees and internal teams.
- Manage snack inventory and replenishment, ensuring availability and appropriate distribution.
- Respond to employee requests related to office facilities, equipment, access, and general operational needs.
- Contribute to creating a welcoming, safe, and productive work environment that supports employee satisfaction and efficiency.
- Assist in planning and executing internal events, Operations Summits, management visits, team activities, and other office-related initiatives.
- Coordinate procurement, supplier arrangements, materials, workspace preparation, and logistical requirements for events.
- Support travel and logistics for key operational projects when required.
- Contribute to office improvement projects, workplace initiatives, and regional Operations activities, ensuring timely execution of assigned tasks.
- Collaborate with Operations colleagues and stakeholders across Mexico, Brazil, Peru, Colombia, the USA, and other relevant locations.
- Provide backup support during team members’ absences, helping ensure continuity of invoice processing, documentation, asset management, and other time-sensitive tasks.
- Share regular updates on task progress, outstanding requests, potential risks, and operational blockers with the Operations BP and relevant stakeholders.
Skills, Knowledge & Expertise
- Fluency in both English and Spanish, with the ability to communicate effectively with local and international stakeholders.
- Strong organizational, time-management, and multitasking skills, with the ability to prioritize competing requests and meet deadlines.
- High attention to detail and accuracy in managing financial records, documentation, equipment databases, and operational reports.
- Strong ownership and accountability, with the ability to work independently, follow through on tasks, and escalate issues proactively.
- Advanced proficiency in Microsoft Office, particularly Excel and PowerPoint, and strong working knowledge of Google Workspace.
- Experience preparing spreadsheets, trackers, reports, dashboards, and professional presentations; knowledge of Canva is an advantage.
- Good communication and stakeholder management skills, including experience coordinating with suppliers and internal teams.
- A process-oriented mindset, with the ability to follow SOPs, identify inefficiencies, and recommend practical improvements.
- A proactive, service-oriented, and solution-focused attitude, with flexibility to adapt to changing operational priorities.
- Ability to handle equipment , company assets and office materials when required.
- Basic knowledge of workplace Health and Safety practices and willingness to support the implementation of relevant procedures.
Job Benefits
- Help us challenge injustice by creating fair choices for millions of people across 47 countries.
- Develop your professional skills with access to mentoring, career consulting, and learning programs.
- Collaborate with teams around the world and gain international experience through our Global Talent Exchange Program.
- Engage in company-wide challenges, awards, sports activities, employee-led social impact and volunteering projects.
- Work alongside people who take initiative, speak openly, and challenge themselves to grow.
- Improve your language skills through co-financed courses and internal speaking clubs.
Final benefits may vary depending on the location.
