Office Manager

Teneo

The Role

The Office Manager supports the smooth running of local operations in Mexico, acting as the central coordination point for benefits administration, local regulatory requirements, basic finance support, and communication between Mexico-based employees and global internal teams. The role requires strong organisational skills, fluency in Spanish and English, and familiarity with Mexico-specific administrative and compliance processes.

This role combines a Senior Executive Assistant, office management, finance and invoicing support, and HR coordination The objective is to amplify the effectiveness of the Senior Managing Director by ensuring focus, discipline, prioritization, and flawless execution across professional, strategic, administrative, financial, and people related dimensions.

Location
Mexico City, in person with flexibility to work from home when required,

Key Responsibilities

General Administration

• Day to day coordination of office related matters in Mexico City
• Liaison with IT, facilities, vendors, and building management
• Oversight of office logistics, supplies, and operational needs,
• Liaise with external service providers and building management as needed.
• Support IT equipment management and liaise with centralised IT teams for troubleshooting and onboarding requirements.
• Support onboarding and offboarding logistics in coordination with HR,
• Serve as the local point of contact for employee benefits specific to local language and / or local requirements, including medical insurance, food vouchers, and other country specific programmes, in liaison with HR
• Support employees with day to day benefits queries and liaise with external providers or internal teams when needed.
• Ensure compliance with health and safety standards, acting as a point of contact for security and fire safety.

Mexican Regulatory Coordination

• Support compliance with required Mexican regulations, including IMSS, INFONAVIT, payroll tax inputs, and other statutory obligations.
• Coordinate with external payroll or compliance providers to ensure timely submissions, updates, and documentation.
• Track any changes in local regulations affecting benefits, payroll inputs, office operations, or documentation requirements.
• Assist with preparation of documents for audits or regulatory reviews.

Finance & Operational Support

• Liaise with Finance on local administrative tasks, supporting the Mexican team with tasks such as expenses
• Maintain office supplies, services, facility needs, and relationships with local vendors.
• Manage small operational budgets and monitor expenses for accuracy.
• Support travel arrangements, small events, and general administrative operations as needed.

Translation & Communication

• Provide English Spanish translation support for internal communications, local documents, notices, and policy updates.
• Ensure culturally and linguistically clear communication between Mexico-based staff and global teams.
• Prepare bilingual documentation as required.

Internal & External Liaison

• Act as the local connection point between Mexican employees and global support teams (Finance, HR Ops, Payroll, IT, Legal).
• Coordinate with external providers (benefits brokers, payroll partners, legal advisers, regulatory bodies).
• Ensure consistent flow of information and smooth operational processes across functions.

Skills and Experience

• Language requirement - Fluent English mandatory. Spanish native or fully fluent. Daily professional use of English is non-negotiable.
• Ideally has at least three years prior experience as an office administrator.
• Proven experience in a similar role within a fast-paced, multicultural environment.
• Demonstrated history of managing a busy office and coordinating high-profile events.
• Proficient in MS Office Suite (Word, Excel, PowerPoint) at an advanced level.
• Exceptional attention to detail and organizational skills.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Strong interpersonal and communication skills, with a professional demeanour.
• Proactive, flexible, and solution-oriented mindset.
• Self-starter with the ability to work autonomously and collaboratively within a team.