Office Coordinator

Job Summary

The Office Manager will be responsible for overseeing the daily operations of a shared service office in Torreon, Mexico, ensuring administrative efficiency, regulatory compliance, and a safe working environment. This role also serves as the site’s HSE Coordinator, promoting health, safety, and environmental standards. The ideal candidate is highly organized, proactive, and capable of managing multiple responsibilities across office administration, vendor coordination, and HSE compliance.

Key Responsibilities

Administrative Support

• Be an active member of the site Engagement Committee, helping to foster a strong sense of community amongst the site team members.
• Oversee daily office operations and maintain a clean, organized, and compliant workspace.
• Manage office supplies and equipment procurement.
• Process utility bills and ensure timely payment of local taxes.
• Handle shipping and receiving mail and parcels.
• Track office expenditures, manage budgets, and process invoices.
• Supervising reception and security service of the office area
• Reviews, verifies, and approves all invoices in SAP prior to payment, ensuring accuracy, compliance, and proper financial control

Office Management

• Supervise office support staff and service providers (e.g., cleaning, maintenance).
• Coordinate with external vendors to ensure service quality and cost efficiency.

Communication and Coordination

• Serve as the main point of contact for office-related inquiries.
• Liaise between the Mexico site and other Flowserve offices to ensure alignment and effective communication.
• Coordinate with internal departments and external stakeholders.
• Organize catering, conferences, and training sessions.

Policies and Procedures

• Implement and maintain office procedures and policies.
• Ensure adherence to all company policies, procedures and local regulations.

HSE Coordination

• First point of contact as a HSE coordinator
• Serve as the chair of the site Safety Committee, facilitating monthly meetings to support a strong safety culture at the site
• Promote and enforce health, safety, and environmental policies.
• Conduct regular safety inspections and coordinate emergency drills.
• Maintain HSE documentation and ensure compliance with local laws and Flowserve policies.
• Serve as the point of contact for HSE audits and incident reporting.
• Support training and awareness initiatives related to workplace safety.
• HSE system/observations handling

Qualifications

• 3+ years of relevant experience in facility management or a related field
• BA degree in any field (or ongoing university studies)
• Proven experience in office management and HSE coordination.
• Familiarity with local administrative and HSE regulations in Mexico.
• Strong organizational, budgeting, and multitasking skills.
• Proficiency in Microsoft Office and office management tools.
• Excellent verbal and written communication skills in Spanish and English

Key skills & competencies

• Ability to establish and maintain effective work relationships with stakeholders
• Excellent communication and interpersonal skills
• Outstanding coordination and organization skills
• Ability to multitask and prioritize tasks effectively
• Customer-focused mindset
• Strategic thinking and proactive attitude
• Leadership and mentoring skills
• Advanced problem-solving and decision-making ability
• Ability to work independently and in a team
• Ability to stay professional in challenging situations