Administrative Assistant

Job Title: Administrative Assistant Job Description We are looking for a proactive and detail-oriented Office Manager / Administrative Assistant to support the day-to-day operations of our Catalyst Mexico office. This is a hands-on role that combines administrative coordination, vendor management, compliance oversight, and facilities management in a fast-paced technology services environment. Strong English communication skills are required, as this role interacts directly with our international clients and partners.

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,