Overview
office administrator - contract (12 months) – business services | monterrey
description
the office administrator - contract (12 months) will attend to the needs of the internal clients (members of the office) in everything related to the service areas (back-office). The role interacts with functional areas including finance, technology and systems, business development and marketing, human resources, corporate social responsibility, and compliance to coordinate administrative support for all members of the office.
main responsibilities:
general:
* work jointly with the operations director and the administration director, within the operations team, to coordinate and execute the actions, policies, and procedures of the area; internal service areas are in charge of their respective schedules.
* attend to the following service areas: reception; customer service area (meeting rooms, waiting room, kitchenette); document and client file archive; courier and correspondence; general maintenance of office and machinery, and equipment facilities; general office cleaning; internal security (access control).
* supervise, coordinate, and direct the activities of the operations staff in each service area; evaluate performance and provide feedback as needed.
* establish guidelines for personnel to follow in accordance with the firm's policies and procedures.
* ensure service areas provide excellent, timely, and uninterrupted service; guide staff on maintaining high standards of customer service.
* receive and address complaints, comments, or suggestions; maintain a logbook of incidents and follow-up.
* ensure staff protect personal information of office members from third parties.
* provide adequate training and instruction for staff; maintain professional image and appearance of the area and personnel.
* provide necessary tools and direct personnel to conduct themselves appropriately before clients, visitors, and other members of the office.
* responsible for workplace assignments and parking allocations per firm policies; may act as legal representative (upon compliance area recommendation) before third parties for administrative acts related to operational activity, with prior authorization from the director of operations.
* support orderly and prompt partner meetings as required by the local managing partner; organize general office events (christmas party, year-end lunches, summer get-togethers).
attend to clients and visitors (reception and customer service areas):
* oversee controls for registration of calls/messages, courier packages, and correspondence; audit these processes monthly.
* ensure meeting rooms are in good condition with appropriate infrastructure for clients and visitors.
* establish logs to manage meeting room reservations and requested services during clients' visits.
* regularly inspect reception and meeting rooms for order, cleanliness, and appearance.
* ensure switchboard equipment functions properly and report failures to the systems area.
* record incoming/outgoing documentation with logbooks and deliver to final recipients within the office.
* establish mechanisms for external suppliers to register and identify themselves when using internal facilities.
* supervise that the reception staff keep the firm’s internal directories (extensions) and office directories updated.
archiving of documents and client files:
* carry out purge processes of live files and discharge closed files from the dead file once a year, coordinating with partners and associates on which files to discharge.
* ensure proper purging based on volume of dead files.
* oversee daily control of live files: incoming/outgoing files and updates per requests from professional staff.
* maintain security measures for safekeeping of files.
* keep file consultation index up-to-date and accessible to office members.
* regularly inspect file area for order and cleanliness; restrict access to authorized members at established times.
courier service (internal messengers):
* weekly inspection of courier transportation equipment; ensure proper operation and cleanliness.
* maintain equipment in compliance with road and traffic regulations; ensure licenses, ownership, and insurance are current.
* keep courier staff licenses up to date and ensure compliance with road regulations.
* maintain travel logs and ensure timely reporting to accounting area for processing.
* ensure equipment is used solely for office operations and stored on-site daily.
* provide staff with means of communication for duties outside the office and for unscheduled requests.
* assign tasks to area personnel to fulfill internal service requests; oversee departures and deliveries records.
courier service external messengers:
* source suppliers for external courier services; maintain direct contact with staff to assign tasks per service requests.
* establish mechanisms for internal courier service requests within firm policies; keep detailed records of departures and deliveries.
maintenance of facilities, furniture, and equipment:
* track available offices, stations, and workplaces; assign and confirm workplaces according to practice-group distribution and availability.
* ensure offices, stations, and workplaces are clean and in good condition; handle business card printing requests as needed.
* arrange access control to facilities and determine access levels during non-office hours.
* assign and manage parking spaces per firm policies.
* manage extensions, modifications, and improvements to leased premises; ensure infrastructure services and equipment are available and functional at all times.
* establish measures to prevent accidents and safeguard personnel; systems manager handles computer equipment.
* maintain hygiene, order, and cleanliness across facilities and ensure timely execution.
* safeguard office assets; manage keys and access controls.
* ensure stocked first aid kit and external ambulance service for emergencies.
* ensure adequate infrastructure for climate, water, and electricity; maintain updated inventory of furniture and equipment.
* oversee asset disposal with prior authorization from the director of operations.
* understand and manage lease obligations, rent payments, renewals/terminations; monitor leased area usage via a control sheet.
purchases of supplies, office materials and outsourced services:
* maintain adequate stationery, cafeteria, and office supplies; follow national purchasing guidelines.
* review, formalize, and administer contracts with suppliers for office supplies, cleaning, maintenance, copiers, and related services.
* manage inventory and distribution of office supplies to staff as needed.
control the annual budget for operating expenses and capital investments:
* directly supervise office expenses across areas under responsibility; monitor vs. budget for the fiscal year.
preparation of payment requests to suppliers of operational services:
* generate payment requests for all office services and needs; track requests and payments in accordance with guidelines.
skills and experience:
* a degree in management, industrial engineering, or business
* high drive, organization, follow-through and communication; ability to multitask and prioritize with clear communication to reporting lines
* strong customer-service orientation; excellent communicator; responsive and attentive to others
* operational mindset; enjoys collaborative teamwork; detail-oriented in internal service areas; frequent customer interaction
* discipline, honesty and transparency; adheres to rules, maintains order, takes responsibility and resolves faults promptly
* analytical: comfortable with budgeting, expenditure control, and data analysis; proficient in spreadsheets
* creativity: capable of practical, timely solutions within established guidelines
reports to: chief operating officer, operations mexico
position type: in market
development framework: manager
about us
at baker mckenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a collaboratively diverse community and are committed to world-class career development for everyone. Baker mckenzie offers an uncompromising commitment to excellence paired with a globally collaborative working environment.
additional information
baker mckenzie is an equal opportunity employer. We are committed to promoting diversity and inclusion for all. We encourage candidates of all backgrounds to apply. We provide an inclusive and accessible experience; for reasonable adjustments during applying or interviewing, please notify recruitmentservices@bakermckenzie.com.
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