Operations Latam Specialist

We are looking for a Operations Specialist – Mexico is responsible for supporting the efficient day-to-day operations of the Mexico office and contributing to regional Operations activities across LATAM. The role ensures smooth office functioning by coordinating facilities management, vendor relationships, procurement, invoice processing, documentation, asset management, logistics, and employee support. The Specialist also assists with internal events, business visits, and operational projects, while maintaining accurate records, following internal procedures, and ensuring timely resolution of office, facility, and office-related issues.

Working closely with the Operations Business Partner (BP), OPS Manger the broader Operations team, local employees, regional stakeholders, and external suppliers, the Operations Specialist helps maintain a safe, organized, and productive workplace. The role requires a proactive, service-oriented, and process-driven approach, with a strong focus on accuracy, accountability, cross-functional collaboration, and continuous improvement. Knowledge of occupational Health and Safety (H&S) requirements and support in implementing relevant office safety procedures are also expected.

Key Responsibilities

Ensure the smooth daily functioning of the Mexico office, including workspace readiness, office supplies, snacks, meeting rooms, access management, and general facility needs.

Coordinate maintenance, cleaning, repairs, and other facility-related services, ensuring timely resolution of operational issues.

Manage office access keys and coordinate access arrangements for employees, visitors, and HQ guests.

Monitor office conditions and support the implementation of Health and Safety requirements, internal policies, and workplace standards.

Coordinate with local suppliers and service providers to ensure timely delivery of goods and services.

Support supplier sourcing, quotation collection, price comparisons, onboarding, and partnership discussions.

Manage the administrative flow of invoices, purchase requests, accounting approvals, and payment follow-ups in accordance with internal procedures.

Maintain an up-to-date vendor database and monitor service quality, contractual obligations, and payment statuses.

Support virtual office and coworking arrangements, including subscriptions, utilities, and related payments.

Create, organize, update, and archive physical and digital documentation in accordance with internal standards.

Maintain accurate office databases, asset inventories, budget trackers, supplier records, and operational task lists.

Support correspondence management, including receiving, scanning, distributing, sending, and archiving documents.

Prepare reports, spreadsheets, forms, presentations, dashboards, and visual summaries to support operational planning, budget monitoring, and management updates.

Support monitoring of the Mexico Operations budget, tracking expenses, invoices, payment statuses, and budget utilization.

Assist with invoice submissions, accounting approvals, accrual confirmations, and financial documentation.

Maintain accurate and up-to-date expense trackers and supporting records, identifying discrepancies or potential delays and escalating them when necessary.

Follow established procurement, payment, and budget control procedures to support cost efficiency and financial transparency.

Welcome new employees, visitors, and HQ guests, providing the necessary information, access, and office support.

Coordinate the distribution of office materials, recruitment-related supplies, and other resources required by employees and internal teams.

Manage snack inventory and replenishment, ensuring availability and appropriate distribution.

Respond to employee requests related to office facilities, equipment, access, and general operational needs.

Contribute to creating a welcoming, safe, and productive work environment that supports employee satisfaction and efficiency.

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