Office Coordinator

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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

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