Location:cuauhtemoc, chihuahua, mexicojob id: r0108014date posted: company name:hitachi high-tech mexico s.a. De c.v.profession (job category):administration & facilitiesjob schedule: full timeremote:nojob description:
position summarythe 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 responsibilitiesaccounting & financeaudit 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 manualmaintain and renew liability insurances for office and company car, company car leasemanage company credit card (amex) set up, control and maintenance of accountsset 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 tasksother duties in support of the accounting team, as assignedhuman resourcesinternal policies: follow-up with htmx employees to submit information requested for employee handbook, application of saving fund, health and life insurancemaintain and renew htmx insurance for employee life and medicalmonitor and follow-up to maintain compliance with required employee training executed in hinext, hitachi university and compliancewiresupport expatriate assignments including initiation and maintenance of work or resident visa, apartment lease, taxes, bank procedurescommunicate and support hitachi insights to hta-hr for the preparation of the survey administrationsubmit physical documents to social security (imss) as required and instructed by payroll vendor (deloitte)maintain and administer saving fund for htmx employeescoordinates new hire onboarding: request of new account and pc to it and preparation and execution of the onboarding processessupport the arrangements of the christmas dinner eventsubmit reports to hta including:headcount report monthly and quarterlyehs 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 technologyadminister company telephone (mobiles) including requests for new, replacement, termination of service for mobiles and review and maintenance of phone linessupport 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 itmaintain 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-itsupervise and control of the company´s asset responsibility control sheetlegalreview and process payment for service invoices from law firmssupport 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 requirementsbachelor's degree or equivalent work-related experience for 5+ years
experience and travel requirementsminimum 5 years related office management experiencestrong background in business administration, coordination and organizational skills requireddemonstrated experience in developing and documenting procedures and managing through influence requiredability to travel 5% domestically or internationally
skills and abilities requirementsstrong computer skills required, knowledge of microsoft office applications requiredanalytical 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