About the Role:
We’re looking for an Office Coordinator to own the day-to-day operations and administrative needs of our office. This role is essential to keeping the workplace running smoothly, efficiently, and professionally — ensuring that our team can stay focused on strategic and revenue-driving priorities.
The Office Coordinator will manage office operations, vendor relationships, administrative logistics, and employee support.
This role will also play a critical coordination role during an upcoming office renovation, acting as the on-site point of contact with vendors, contractors, and building management.
As the office continues to grow and take on new projects, this role is key to ensuring consistency, organization, and a positive employee experience.
This position reports to the Project Manager and is an onsite role, based in Mexico City.
What You’ll Be Doing:
Office Maintenance & Operations
You’ll own the day-to-day functionality of the office and ensure a safe, organized, and welcoming work environment. Key responsibilities include:
- Coordinating office services such as cleaning, maintenance, security, internet, utilities, and other facility vendors
- Receiving, sorting, and distributing mail, packages, and deliveries
- Managing office supplies, kitchen stock, equipment, and general inventory; placing orders as needed
- Overseeing office upkeep and ensuring facilities are clean, functional, and well-maintained
- Acting as the main point of contact for building management and external service providers
- Coordinating meals, transportation, and accommodation for team offsites, meetings, and visitors
- Managing travel bookings, hotel reservations, and logistics for employees and guests
- Leading the office renovation project in partnership with the GM, acting as the primary on-site point of contact with contractors and vendors
- Supporting renovation planning by coordinating schedules, tracking progress, flagging issues, and minimizing disruption to the team
- Coordinating billing, expense reporting, vendor invoices, and payment follow-ups to ensure accuracy and timely processing
- Supporting cost control through proper documentation, reporting, and vendor coordination
Marketing & Creative Support
You’ll provide hands-on operational support to the Marketing team, particularly for on-site needs and content production. Key responsibilities include:
- Purchasing props, materials, and supplies for photo shoots, campaigns, and content creation
- Supporting marketing events or activations with administrative and logistical coordination
- Keep general inventory of production assets (props, lighting, technical equipment, and accessories)
People & Team Support
You’ll help create a smooth, positive employee experience by supporting people operations and internal communication. Key responsibilities include:
- Assisting with employee onboarding logistics (workspace setup, badges, access, welcome materials, equipment coordination)
- Supporting internal office communications and announcements
- Helping organize team meetings, offsites, celebrations, and internal events
- Acting as a point of contact for general employee questions related to office operations
- Supporting HR or leadership with ad hoc administrative tasks as needed
- Helping maintain an organized, inclusive, and well-functioning office environment that supports productivity and collaboration
What We Are Looking For:
We’re looking for someone who is proactive, organized, and comfortable owning operational details. The ideal candidate will bring:
- Proven experience in office coordination, administration, or operations roles
- Strong organizational skills and attention to detail
- Ability to manage multiple tasks and priorities simultaneously
- Excellent communication and interpersonal skills
- Experience working with vendors, invoices, contracts, budgets, and basic expense or billing processes
- A proactive, problem-solving mindset with the ability to anticipate needs
- Comfort working independently and taking full ownership of responsibilities
- Strong time-management skills and reliability
- Willingness to be on-site and hands-on with daily operations
- Fluency in English (and Spanish
Bonus if You Have:
- Experience supporting office renovations or facilities projects
- Familiarity with vendor negotiations or cost-control processes
- Experience supporting leadership teams or fast-growing offices
- Event coordination or employee experience initiatives experience
What We Offer:
- Competitive salary (MXN)
- Paid time off & work from home flexibility
- Learning & development programs
- Free IPSY Original subscription
