Posted 1 day ago
Guadalajara Office Manager
AI Summary
Manages the Guadalajara office, including workspace allocation, reception staff supervision, vendor coordination, and administrative support for leadership and events.
About this role
Position Overview
Diligent’s continued success and growth depends on not just setting a high bar of client satisfaction, but also of employee experience. We are seeking a proactive Office Manager to join our team in Guadalajara. The office manager works closely with the employees and the local leadership teams to ensure a smooth operation of day-to-day tasks, provide employee support, and manage administrative duties.
This is the perfect opportunity for an individual who loves to roll their sleeves up and support various initiatives and projects, is meticulously organized, analytical, and is passionate about being part of the growth of our organization, with a focus on the office site.
Key Responsibilities
- Manage the entire office space, including workspace allocation, working closely with recruitment and IT to align on new joiners.
- Support office engagement initiatives, working closely with the local culture club/Site Lead in building engagement programs.
- Act as the people manager for reception staff, providing day-to-day supervision, and performance support.
- Manage security and access control, reviewing daily reports, and assisting with special requests.
- General mail duties, collecting tax notices, incoming bills, memos, AP and AR communications, and distributing them appropriately.
- Order office supplies, snacks, and beverages on a weekly basis, keeping track of spending, and managing office expenses.
- Support the executive leadership, whether it be catering, diary management, travel or general office support.
- Coordinate catering for departmental lunches and non-executive meetings.
- Coordinate events and schedule conference rooms.
- Be the point of contact for all building and property management communications.
- Regularly review and update building emergency preparedness and evacuation procedures.
- Be the point of contact for all vendor engagement; managing cleaning services, furniture repairs, and other ad hoc services across a wide range of office requirements.
- Organize maintenance and repair contractors: electricity, plumbing, air conditioning, dishwasher, coffee machine.
- Oversee health, safety, and wellbeing initiatives, ensuring compliance with local regulations and internal standards.
Required Experience/Skills
- Proficiency in Microsoft Office Suite.
- 2-4 years of experience in a customer-facing or office management role.
- Experience managing an office and supervising staff such as receptionist personnel preferred.
- Strong communication and interpersonal skills.
- Strong problem-solving skills and the ability to multitask and prioritize effectively in a fast-paced environment.
- Work experience in hospitality and customer service highly preferred
This is a full-time, on-site position based in our Guadalajara office, with an expectation of working in the office five days per week.
About Us
Diligent is the AI leader in governance, risk and compliance (GRC) SaaS solutions, helping more than 1 million users and 700,000 board members to clarify risk and elevate governance. The Diligent One Platform gives practitioners, the C-Suite and the board a consolidated view of their entire GRC practice so they can more effectively manage risk, build greater resilience and make better decisions, faster.
Learn more at diligent.com or follow us on LinkedIn and Facebook
What Diligent Offers You
- Creativity is ingrained in our culture. We are innovative collaborators by nature. We thrive in exploring how things can be differently both in our internal processes and to help our clients
- We care about our people. Diligent offers a flexible work environment, global days of service, comprehensive health benefits, meeting free days, generous time off policy and wellness programs to name a few
- We have teams all over the world. We may be headquartered in New York City, but we have office hubs in Washington D.C., Vancouver, London, Galway, Budapest, Munich, Bengaluru, Singapore, and Sydney.
- Diversity is important to us. Growing, maintaining and promoting a diverse team is a top priority for us. We foster and encourage diversity through our Employee Resource Groups and provide access to resources and education to support the education of our team, facilitate dialogue, and foster understanding.
Diligent created the modern governance movement. Our world-changing idea is to empower leaders with the technology, insights and connections they need to drive greater impact and accountability – to lead with purpose. Our employees are passionate, smart, and creative people who not only want to help build the software company of the future, but who want to make the world a more sustainable, equitable and better place.
Headquartered in New York, Diligent has offices in Washington D.C., London, Galway, Budapest, Vancouver, Bengaluru, Munich, Singapore and Sydney. To foster strong collaboration and connection, this role will follow a hybrid work model. If you are within a commuting distance to one of our Diligent office locations, you will be expected to work onsite at least 50% of the time. We believe that in-person engagement helps drive innovation, teamwork, and a strong sense of community.
Diligent is proud to be an equal opportunity employer. We do not discriminate based on race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, physical disability, mental disability, age, military status, protected veteran status, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer related or HIV/AIDS related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. See also Diligent's EEO Policy and US EEOC’s Know Your Rights. We are a drug free workplace.
We are committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at [email protected].
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