Administrative & Operations Assistant

The HR & Administration Coordinator supports the day-to-day administrative and human resources operations of the manufacturing site. This role partners closely with Plant Management and Regional HR to ensure efficient administration, employee lifecycle management, training coordination, compliance with labor regulations, and employee engagement initiatives that support operational excellence and organizational growth.

• Administer quotations, purchase orders, contracts, pricing agreements, and service agreements for suppliers including catering, transportation, office supplies, cleaning services, furniture, fuel and meal cards, insurance providers, and other site services.
• Ensure vendor-related expenditures are approved by the Plant Manager and aligned with budget requirements.
• Maintain updated vendor records and support annual supplier evaluations.
• Manage invoices in SAP, assign cost centers, and ensure timely approval and posting.
• Track and reconcile monthly expenses related to services, training, and employee benefits.
• Support internal and external audits, document management, and reporting requirements related to ISO, OEA, and CTPAT programs.

Human Resources Support (30%)

• Administer employee lifecycle activities including hiring, onboarding, job changes, promotions, transfers, and terminations.
• Maintain employee documentation, contracts, evaluations, and supporting records in compliance with company policies and confidentiality requirements.
• Coordinate with Payroll regarding employee updates, benefits administration, and health insurance processing.
• Manage medical examinations, occupational health follow-up activities, and compliance with company health programs.
• Maintain Headcount, Absenteeism, Critical Role, and Turnover reports and metrics.
• Prepare and update weekly overtime reporting, including trend analysis, root cause identification, and recommendations to Plant Management.
• Ensure accuracy and confidentiality of employee files in both electronic and physical formats.
• Maintain and update organizational charts to reflect reporting relationships, departmental structures, and workforce changes.
• Coordinate periodic review and maintenance of job descriptions to ensure alignment with business needs and corporate standards.

• Plan, schedule, and monitor mandatory and functional training programs across all plant departments.
• Coordinate external training and development programs aligned with employee development needs and site capability plans.
• Manage external training providers and certifications including EHS, forklift operation, confined space training, and other regulatory requirements.
• Maintain training matrices, development records, and training KPIs.
• Support onboarding programs, buddy programs, Great Place to Work initiatives, and Peakon activities.
• Promote employee utilization and understanding of Learning Center, Workday, and other internal learning platforms.

• Conduct regular Gemba walks to engage employees, collect feedback, and identify improvement opportunities.
• Support employee recognition, wellness initiatives, and engagement activities.
• Coordinate site communications and ensure timely dissemination of information from Plant Management and HR leadership.
• Maintain communication boards, employee announcements, and internal communication channels.
• Assist with site events, leadership visits, and meetings for corporate visitors.
• Develop partnerships with educational institutions, healthcare providers, and community organizations to enhance employee engagement and retention.

• Ensure compliance with Mexican labor laws and regulatory requirements including IMSS, Infonavit, STPS, and related regulations.
• Promote compliance with NOM-035 and initiatives that support psychosocial risk prevention.
• Support audits, legal reviews, and compliance reporting activities.
• Participate in Lean Manufacturing and continuous improvement initiatives within HR and Administration processes.
• Support annual performance management processes, including MYR and STIP administration and reporting.
• Maintain compliance with corporate policies, procedures, and Code of Conduct requirements.

• Bachelor's degree in Human Resources, Business Administration, or a related field.
• Minimum 3 years of experience in HR coordination, administration, or related roles, preferably within a manufacturing environment.
• Proficiency in Microsoft Office applications.
• Knowledge of Mexican labor law, social security regulations, IMSS, Infonavit, and STPS requirements.
• Strong organizational, analytical, and multitasking skills.
• Excellent communication and interpersonal skills.
• Intermediate English proficiency.

• Experience with SAP.
• Experience with Workday and Learning Center or other Learning Management Systems.
• Familiarity with ISO, OEA, and CTPAT audit and compliance requirements.
• Knowledge of Lean Manufacturing and process improvement methodologies.
• Experience supporting training, employee engagement, and organizational development programs.

• Predominantly office-based work environment with regular visits to production and warehouse areas.
• Frequent interaction with employees, contractors, suppliers, and external service providers.
• Must be able to wear required Personal Protective Equipment (PPE) when entering manufacturing areas.
• Participate in audits, crisis committees, compliance reviews, and legal compliance meetings as required.
• Support reporting of HR and administrative metrics to Plant Management.
• Manage and reconcile company credit card expenses.
• Perform other duties and special projects as assigned.

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