Description
position summary
the office and general administration manager is responsible for overseeing and executing administrative tasks related to office management and administration. These tasks include assisting and supporting requests and local administration of finance, accounting, human resources, information technology and legal coordination between hitachi high-tech mexico (htmx) and hitachi high-tech america (hta). Anticipates problems and initiates actions to ensure that office and general administration are efficient and executed in a timely manner. Assists accounting team with reporting of budget, forecast, commissions, expense and closing. Works closely with htmx leadership to improve procedures and processes, coordinate efforts and implement and streamline initiatives. Assist in preparing reports, documents, communications and plans and coordinating workflow within htmx and between htmx and hta.
primary responsibilities
accounting & finance
* audit support: submission of information requested by the auditors for japan's financial instruments and exchange law (j-sox) and follow up with auditor or vendor as needed.
* internal policies: submission of internal policies to htmx employees such as codes of conduct, finance and expense manual
* maintain and renew liability insurances for office and company car, company car lease
* manage company credit card (amex) set up, control and maintenance of accounts
* set up and renew office lease with halmex including organizing and coordinating office space, access control and parking space.
* serve as back-up for performing monthly and quarterly accounting duties including budget, forecast, commissions, expense, accruals and closing tasks
* other duties in support of the accounting team, as assigned
human resources
* internal policies: follow-up with htmx employees to submit information requested for employee handbook, application of saving fund, health and life insurance
* maintain and renew htmx insurance for employee life and medical
* monitor and follow-up to maintain compliance with required employee training executed in hinext, hitachi university and compliancewire
* support expatriate assignments including initiation and maintenance of work or resident visa, apartment lease, taxes, bank procedures
* communicate and support hitachi insights to hta-hr for the preparation of the survey administration
* submit physical documents to social security (imss) as required and instructed by payroll vendor (deloitte)
* maintain and administer saving fund for htmx employees
* coordinates new hire onboarding: request of new account and pc to it and preparation and execution of the onboarding processes
* support the arrangements of the christmas dinner event
* submit reports to hta including:
* headcount report monthly and quarterly
* ehs report submission to hta (annually)
* crt report submission for hta for office insurance (annually)
* manage workplace: ensuring efficient work practices, punctual attendance, and ethics in the workplace.
* maintain vacation and sick leave attendance control sheet, supervise and control the vacation and sick leave records and submit the report to hta and share the information with htmx employees twice a year (apr/oct)
information technology
* administer company telephone (mobiles) including requests for new, replacement, termination of service for mobiles and review and maintenance of phone lines
* support hta it with set up and maintenance of the office server and maintenance of the ap and internet.
* set up and maintain desk telephone in support of hta it
* maintain and support creation and administration of htmx distribution lists with hta-it team.
* administer sharepoint & shared drive for htmx-hht, htmx-htg, htmx-htt, shared drive (g:)
* maintain and control the administration of the office´s printer (konica)
* support for deloitte team to access vpn and sap access and edicom ticket issues with hta-it
* supervise and control of the company´s asset responsibility control sheet
legal
* review and process payment for service invoices from law firms
* support hta legal in the general clerical duties among hta, htmx and law firms.
* support hta legal in follow-up for the preparation and review of the documents such as business contracts, expatriate residential leasing agreements, etc.
* provide current information for the labor reform or legal developments to htmx management, hta-legal-hr.
* create tickets in legal ticketing system sharepoint as needed in support of htmx management
education, licenses, and/or certification requirements
* bachelor's degree or equivalent work-related experience for 5+ years
experience and travel requirements
* minimum 5 years related office management experience
* strong background in business administration, coordination and organizational skills required
* demonstrated experience in developing and documenting procedures and managing through influence required
* ability to travel 5% domestically or internationally
skills and abilities requirements
* strong computer skills required, knowledge of microsoft office applications required
* analytical and critical thinking skills with the ability to identify risks and improvement opportunities and to develop resulting actionable solutions.
* excellent verbal and written spanish and english communication skills required;
* conversation japanese language skills preferred.
* strong communication skills including interpersonal communication and collaboration skills, ability to build trust with colleagues at all levels of the organization and externally, required