Administration and Operations Coordinator
Dutch Clean Tech · Mexico City, Mexico
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Through its Build Own Operate model, the company takes responsibility for both construction and the long-term operation of its facilities. Pielkenrood’s technical expertise provides an important foundation. For its office in Mexico City, Dutch Clean Tech is seeking an Administration and Operations Coordinator who will help maintain an organised, reliable and efficient local operation .Purpose of the roleYou manage the day-to-day organisation of the Mexico City office and provide administrative and practical support to the local team. You maintain accurate financial and administrative records, coordinate documentation and internal follow-up. You coordinate office services, maintain accurate records and support meetings, travel and purchasing. By keeping information, arrangements and follow-up in order, you help colleagues focus on project delivery and business operations.Position within the organisationYou work from the Mexico City office and support local management and team members. You coordinate closely with colleagues in the Netherlands, particularly finance, HR, procurement and project management. You are the first point of contact for office-related matters and local service providers. You also coordinate with external accountants, legal advisers, suppliers and other service providers as required. The final reporting line and any direct line management responsibilities will be determined when the role is filled.Office operations· Support the day-to-day administration and organisation of Dutch Clean Tech’s activities in Mexico.· Maintain calendars of administrative obligations, contract renewals, payments, meetings and other relevant deadlines.· Organise daily office operations and ensure that facilities, equipment and supplies are available and properly maintained.· Coordinate local service providers, including cleaning, maintenance, telecommunications and office services.· Welcome visitors, handle incoming correspondence and coordinate deliveries and outgoing documents.· Maintain office calendars, contact lists and practical procedures; identify and resolve operational issues promptly.· Coordinate office access and support implementation of workplace safety and emergency arrangements with the responsible colleagues.Administration and document management· Maintain organised digital and physical records, correspondence, contracts, corporate documents and administrative files.· Prepare documents, presentations and meeting materials using information supplied by the relevant colleagues.· Keep project and business opportunity information updated in the relevant company systems.· Record meeting actions when required and follow up on agreed deadlines.· Prepare meeting notes and action lists when required and follow up on agreed responsibilities and deadlines.· Support project teams with document collection, filing and administrative coordination.· Handle confidential business and employee information carefully and follow internal access and approval procedures.Financial administration and purchasing support· Collect and check supplier invoices, receipts and expense claims for completeness and submit them to finance for processing.· Maintain updated records of accounts payable, accounts receivable, expenses, reimbursements and approved payment requests.· Verify that invoices and payment requests include the required supporting documentation before submitting them for approval.· Maintain records of office expenditure and support monitoring of the agreed office budget.· Request quotations and coordinate purchases of office goods and services within approved budgets and authority limits.· Track purchase requests, deliveries and outstanding administrative items; resolve discrepancies with suppliers and finance.· Collect CFDIs, payment complements, bank statements and other documentation required by the external accountant or finance team.· Support any approved petty cash process with accurate records and reconciliation; escalate exceptions to finance.Management and team support· Coordinate diaries, internal meetings and appointments for local management as agreed.· Arrange travel, accommodation, transport and itineraries in line with company policies and approval procedures.· Organise practical arrangements for visits by colleagues, clients and business partners.· Support onboarding and offboarding by coordinating workspaces, equipment and administrative checklists with HR and IT.· Assist with local team activities and maintain clear administrative communication between the Mexico City office and the Netherlands.· Support the local team with reasonable administrative and logistical requirements.Local coordination· Maintain professional relationships with local suppliers, landlords, accountants, legal advisers, and other administrative service providers.· Coordinate appointments and document requests with external advisers and service providers where required.· Track renewals and deadlines for office agreements and administrative requirements, and alert the responsible colleagues in advance.· Support collection and submission of administrative documentation under the direction of the relevant specialist; refer legal, tax and commercial decisions to the appropriate responsible colleague or specialist.Role requirements· Relevant vocational qualification or bachelor’s degree in business administration, accounting, finance, office management or a related field, or equivalent practical experience.· At least three years of relevant experience in office management, administration or team support, preferably in an international organisation.· Excellent spoken and written Spanish and English. Dutch is an advantage.· Strong working knowledge of Microsoft Office, particularly Outlook, Word and Excel, and confidence using shared digital filing and collaboration tools.· Experience coordinating suppliers, travel arrangements, invoices and administrative records.· Ability to manage several requests at once, set priorities and follow through on commitments independently.· Professional discretion and care when handling confidential information.· Availability to work from the Mexico City office; familiarity with local suppliers and administrative practices is an advantage.CompetenciesOrganisation and accuracy. You keep financial records, documents, schedules and administrative information up to date and check details before completing tasks.Ownership and initiative. You anticipate operational needs, resolve routine matters independently and escalate matters when a decision, approval or specialist input is required.Follow-up and execution. You maintain clear action lists, follow up consistently and ensure that administrative commitments and deadlines are not overlooked.Service orientation. You provide practical, responsive support and create a welcoming environment for colleagues and visitors.Communication and collaboration. You communicate clearly in Spanish and English and coordinate effectively with colleagues across locations and time zones.Discretion and reliability. You handle sensitive financial, corporate and employee information carefully, respect approval procedures and deliver on your commitments.Adaptability. You remain organised when priorities change and keep essential office activities running smoothly.Key result areas and KPIs· Office continuity: availability of essential supplies and services, and timely resolution of reported office issues.· Administrative accuracy: complete, current and accessible records, with minimal avoidable corrections.· Financial documentation: invoices, expenses, reimbursements, payment requests and supporting documents registered and submitted accurately and on time.· Invoice and expense processing: timely submission of complete documentation to finance.· Payment and collection follow-up: approved payments, outstanding invoices and administrative matters tracked until completion.· Budget control: office expenditure monitored against the approved budget and exceptions escalated promptly.· Document control: consistent filing, naming and version control across Teams and other company systems.· Coordination: meetings, visits and travel arrangements prepared accurately and within agreed deadlines.· Onboarding support: workspaces, equipment and administrative arrangements ready by agreed start dates.· Team support: responsiveness and quality of support, assessed through feedback from local management and colleagues.Specific targets and service expectations are agreed with the line manager, reflecting the size and needs of the Mexico City office.Interested in this position or would you like to receive the full job description? Please contact Sebastian Lara Salas at Dutch Clean Tech: s.lara@dutchcleantech.nl