Office Manager (with Accountant function)

Job Summary:

The Office Manager is responsible for the day-to-day running of the Mexico office, ensuring a well-organized, efficient, and welcoming workplace. This role combines office administration, facilities and vendor coordination and financial operations – including accounts payable, accounts receivable, and compliance with local tax requirements. The ideal candidate is highly organized, proactive, comfortable switching between operational and financial tasks, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities:

Office Administration & Facilities

• Oversee daily office operations, ensuring a well-functioning.
• Manage office supplies, equipment, and maintenance needs.
• Coordinate with facility management services, including security, cleaning, and IT support.
• Manage courier, mail, and document handling.
• Coordinate domestic and international travel arrangements for employees if needed.

Document control management

• Assist in documents signing process.
• Manage contract flow coordination on the Contract portal.
• Ensuring signing documents storage and manage its status on the contract portal.

Financial Operations (AP/AR)

• Manage office expenses, track budgets, and handle vendor payments.
• Process and verify supplier invoices, ensuring accuracy and compliance with tax regulations.
• Maintain vendor records and reconcile accounts with suppliers.
• Monitor collections, follow up on overdue payments, and negotiate payment plans when necessary.
• Reconcile customer accounts and resolve payment discrepancies.
• Contribute to process improvement initiatives in AP/AR functions.
• Maintain confidentiality of financial and employee data at all times.

Qualifications & Skills

• Bachelor's degree in Accounting, Finance, Business Administration, Economics, or related field.
• 3+ years of experience in office administration and/or accounting, including exposure to tax compliance in Brazil.
• Proficiency in ERP systems (SAP, Oracle, TOTVS, Dynamics, or similar).
• Strong Excel skills and ability to work with financial software.
• Proficiency in MS Office for general office administration.
• Excellent organizational skills and attention to detail.
• Strong communication skills, including liaising with vendors, banks, and auditors.
• Analytical and problem-solving mindset, with the ability to work in a fast-paced environment.
• Fluency in Spanish and English (at least B2) required; Portugues is a plus.