The posting
Job description
As Edlong’s HR & Office administrator, you will be responsible for managing and coordinating all HR functions, office operations, administrative processes & security matters, and internal event logistics for the Mexico office. Reporting directly to the Director of LATAM Finance & Administration, you will ensure smooth and efficient workplace experience by overseeing day-to-day activities such as facility maintenance, vendor management, employee events, and general administrative support. This position will also provide support in special projects that contribute to operational efficiency, employee engagement, and continuous improvement initiatives within the Mexico office. The ideal candidate will be proactive, organized, and able to multitask across various areas — from event planning and office services to administrative and safety coordination. This role is key in supporting Edlong’s culture, employee engagement, and operational excellence. Education, Requirements, Certifications A professional degree in Business administration & Human resources, Organizational communication. +2 years in office coordination, administrative support, or similar roles within a corporate or multinational environment.
Knowledge, Skills, and Abilities To perform the job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential responsibilities.
LANGUAGE SKILLS Ability to: Read, write, and comprehend written, electronic, and spoken instructions, memos, and correspondence, and to communicate professionally in English both verbally by phone and electronically. Effectively present and cross functionally communicate information in one-on-one, large, and small group situations to customers, suppliers, or other employees. Comply with procedures in completing written documentation and compiling data into reports and summaries from sales or calls.
MATHEMATICAL SKILLS Ability to: Perform, compute mathematical operations with a calculator, and apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Perform, compute mathematical operations, and apply concepts such as money, weight, volume, and distance to create and interpret graphs.
REASONING ABILITY Ability to: Work independently to define problems, collect data, establish facts, and draw valid conclusions. Handle confidential information in a professional manner. High Soft skills
COMPUTER SKILLS Working knowledge of: Microsoft Office (i.e., Excel, Word, PowerPoint, SharePoint, Teams, and Outlook). CRM tools and internal business software such as Salesforce
PHYSICAL DEMANDS While performing the duties of this job: The employee is regularly required to stand, walk and sit. The employee is regularly required to operate a keyboard, calculator and telephone.
WORK ENVIRONMENT The work location for this position is within a traditional office setting in Queretaro, Mexico. This position occasionally requires international travel to Chicago and various locations for company training, events, and meetings as scheduled. Typical workday attendance will require standard business hours The responsibilities described above are intended as a guideline for a particular position with Edlong. Edlong, in its discretion, may assign any employee new or substituted responsibilities as it sees fit without providing prior notice to any employee. HUMAN RESOURCES Support local HR processes and act as the first point of contact for employees regarding general inquiries, office policies, or internal communications. Coordinate onboarding and offboarding activities for new hires, interns, and departures (workspace setup, IT coordination, welcome kits, farewell logistics, etc.). Assist HR and leadership in organizing engagement and recognition programs (e.g., employee anniversaries, birthdays, milestones, and team-building activities). Support the implementation and communication of HR initiatives, policies, and updates to employees at the Mexico office. Coordinate training sessions, workshops, or other employee development activities in collaboration with corporate HR. Maintain accurate and confidential employee records, attendance logs, and training documentation in coordination with the HR department. Be in charge of the recruitment process, such as Post in Job platforms, follow up with agency, interview scheduling and candidate follow-up. Coordinate commemorative events (e.g. cultural celebrations) & office decoration Be part of the Edlong Enriches team: planning volunteer activities and coordinate with Mexico team. Be part of the culture team to promote company culture, employee wellbeing, and Edlong’s core values across the site. Prepare & input in outlook Mexico calendar annual holiday calendar & employees' birthday Keep track of Official Mexican standards NOM´s 037 Teleworking (Home office employees) & NOM 019 - Safety & Hygiene Commission & Other NOMS to be applied. Review cellphone plans for employees & monitor monthly bills Coordinate Intern´s program & keep communication with universities Maintain confidentiality and professionalism in handling sensitive information.
OFFICE ADMINISTRATION Oversee daily office operations and ensure all facilities and services run efficiently (cleaning, gardening, water, internet, electricity, maintenance, etc.). Maintain stock levels of office supplies, pantry, and promotional materials. Supervise maintenance and repair work for office equipment and common areas. Serve as the main contact for office service providers and manage related purchase orders and invoices. Coordinate with vendors for quotations and ensure cost-effective procurement of office-related purchases. Elaborate reimbursements in concur regarding office expense. Manage petty cash and expense tracking related to office operations. Answer general phone calls and receive visitors, ensuring a welcoming and professional environment. Provide support in special administrative or operational projects as assigned by management. Coordinate new laptops & guarantee expiration for current equipment.
EVENTS ENGAGEMENT Plan and coordinate company-wide events such as Customer Meetings, Sales Conferences, Christmas celebrations & support on customers visit at the office. Book hotels & transportation & supplier quotes for any event.
HEALTH, SAFETY & FACILITY COORDINATION Support local compliance and safety requirements, serving as an active member of the Health & Safety Committee (Comisión Mixta de Seguridad). Follow up on compliance with building safety standards and civil protection requirements. Coordinate office inspections, emergency drills, and maintenance of safety equipment. Support general facility upkeep, ensuring a clean, safe, and functional work environment.
ADMINISTRATIVE SUPPORT Corporate cars program- follow up, ensure that the program is running properly. Security and Monitoring Program for executives: GPS for vehicles. Provide general administrative support and assist in special projects related to continuous improvement, sustainability, or corporate initiatives. Prepare administrative reports, maintain vendor records, and assist in budget tracking for office related activities. Support communication and logistics for internal or external visits and meetings. Assist with other duties or special projects as assigned by management.
SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities.
Job benefits
OUR FORMULA We are all in this together– You do not work alone. Understand how you are connected to customers and colleagues, and quickly and freely offer and accept support. At the end of the day, we will rise and sink together. We are fully committed to growth - We take ownership. You are here because you are needed. What you do matters to customers, colleagues and the company. Do your job to the utmost of your ability and realize your impact. Be your best self. Owners’ vs operators, lead by example, dedicated to Edlong, be accountable, calm, strong work ethic. We earn our keep. We look for a better way – You can improve anything in your pursuit to create value for our customers and company. Look for waste and ways to do things faster, simpler and better. Act promptly when a better way is found. We enjoy victory and grow from defeat– Freely share the joy of success. When things go wrong, reflect and learn from the experience. Apply valuable lessons to future opportunities. Never stop learning.
