Supervisor, Instalaciones de Oficina

Job Description

Mexico City, Mexico

Education Level
1. A Bachelor’s Degree or equivalent work experience.
2. Proficiency in English and Spanish is required. Must be able to demonstrate proficiency verbally and in written communication.

Years of experience
A minimum of 5 years’ work experience is required with five of those years performed within facilities and/or office management as well as technology and supplier relationship management for facilities and operations vendors.

Skills

• Must be willing to work in the office minimum 4 days, as this role is essentially performed in the office and not at home.
• Must be able to demonstrate expertise in supplier relationship management, procurement sourcing and office technology.
• Must have a proven track record in project management with the ability to lead and motivate a team.
• Must be able to demonstrate expertise in construction, space management and office moves/adds and relocations. Experience with budget and purchase management a plus.
• Proficiency in Microsoft Word and Excel (or equivalent software) is required.
• Must be comfortable working with computers and have the ability to learn new software.
• Must have a strong team and service orientation and be able to work well with all levels of internal personnel and external business associates. Must be able to handle confidential and/or sensitive information in a professional manner.
• Needs to be well organized and detail oriented with the ability to handle constantly changing priorities and meet tight deadlines.
• Requires excellent written and oral communication skills with the ability to communicate well across all levels of the organization.
• Must have excellent quantitative and analytical skills with the ability to translate analytical skills into high-level analysis and planning. Must be able to make decisions independently and recommend viable solutions to problems and issues.
• Needs to have a high energy level and a strong work orientation and be willing to commit whatever time and effort it takes to get the job done at the highest quality level.

Summary

This individual shall supervise and oversee the reception and mailroom functions and personnel, as applicable; secure and administer records retention, small package shipping, office, bar and vending supplies, office equipment, stationery and cleaning services, negotiate vendor and maintenance contracts in partnership with local procurement, and when applicable integrate employees and acquisitions into supplier contracts for Constellation’s Mexico City office (herein after referred to as the Company); manage the Company’s office space emergency plans and security (including administration and oversight of security cards and video technology and footage in partnership with US security), serve as the Company’s ergonomic subject matter expert; code invoices for payment and track against budget; manage space planning, partner with US Facilities on real estate/leasing and design and construction as needed, while taking proactive approach to reducing costs and ensure things run smoothly for a 200+ person office.

Responsibilities
1. Cross-trains with other US Facilities and Beer Ops administrative personnel to ensure the efficient, day-to-day operation of the Mexico City office location. Accordingly, researches, analyzes and makes recommendations regarding office procedures, processes, new technology and cost-saving mechanisms for this location.
2. Supervises receptionist and reception activities – including switchboard, messengers, visitor security, etc. Works with Human Resources and Security on coverage options outside receptionist hours (i.e. security guard presence) to ensure a secure and safe space for employees and visitors outside normal
business hours.
3. Manages mailroom functions, ensuring incoming parcels and letters are delivered daily and outgoing of the same are stamped and delivered to the postal service at the end of each day.
4. Oversees and administers Records Retention for this location, ensures compliance with CBI corporate policy, leads annual “pitch and ditch” and destruction efforts, establishes and governs supplier relationship, implements and manages on-line recording tools and coordinates reporting activities with US Facilities team.
5. Manages this location’s small package shipping, ensures the Company’s compliance, tracks savings, works through service and delivery issues, processes invoices, owns the Company’s Mexico Citybased supplier relationship, administers on-line shipping program, establishes on-going regular out bound deliveries to various US locations, as needed, and coordinates incoming package receipt by local employees.
6. Processes, oversees and administers office supplies for this location; ensures local and/or global vendor compliance with CBI corporate global contract terms and service levels, places orders for local employees, ensures common areas are stocked with paper and supplies, manages on-line ordering system, process invoices for payment, and coordinates reporting activities with US
Facilities and Procurement teams.
7. Works with Operations Supply Chain and Legal departments to ensure this location’s bar is fully stocked, within compliance, with the CBIs beer, wine and spirits. Partners with Human Resources on bar policy and use and oversees inventory on regular basis. Acts as on-going conduit to overseeing inventory, party set-up, room use, etc.. for this location, includes working with US locations on ad-hoc events to occur within this location.
8. Selects and oversees vending supplier and services in this location, ensures choices are within HR Wellness plans, while providing local employee with reasonable soda and snack options; establishes inventory levels for the kitchen (i.e. paper plates, utensils, coffee, tea, napkins,…) and places order
accordingly, making good decisions around green and recyclable options in support of CBI’s Sustainability and Wellness efforts.
9. Manages and orders the Company’s business card and stationary orders; oversees the Company’s corporate stationary inventory, governs supplier relationship, processes new design requests and all pertinent changes to existing specifications, ensuring adherence to Corporate standards, with flexibility for local vendor as appropriate.
10. Researches and selects cleaning supplier to maintain the office space on a nightly, quarterly and annual basis, examples as noted, parameters to be approved by local Human Resources and US Facilities team:
nightly cleaning of carpet, kitchen, copier and conference rooms,…
quarterly cleaning (i.e. shampooing of carpet, cleaning of glass surfaces,….)
annual cleaning (i.e. buffing of VAT floors, wood surfaces,….)
11. Assists with the maintenance of the office video surveillance system, oversees local procedures and rules as defined by Corporate Security, ensures compliance of the same and makes recommendation based on local circumstances.
12. Administers, oversees and issues building/suite security cards to the Company’s office space, coordinates picture taking, if applicable with employees and building personnel, tracks card issuance, establishes periodic review of our systems and cards for inactivity, who has cards etc. and establishes internal process for non-registered visitors.
13. Creates and manages the Company’s Corporate Emergency Plan – Getting Employees Out of Building Safely for Mexico City location, educates office, owns communication responsibilities, creates plan for accountability of employees, participates in Security team initiatives/ensures compliance to said departments rules and regulations, manages building fire safety plan and applicable Company emergency response team, which may include bi-annual drills, meetings with building landlord and local Fire department personnel, trains on usage of and maintenance of fire extinguishers, etc.
14. Process office space related invoices for payment and works with Finance on any vendor set up requirements, invoices issues, remedies, and general troubleshooting.
15. Works with Human Resources on the compliance, stocking and reservations of the Company’s Mother’s room.
16. Provides US Facilities team with intra-net content for this location.
17. Assists HR in the seating assignments/placement of new hires and terminations within the space, includes communications with IT on computer and phone set-up or tear down requirements. Full ownership of Facilities electronic space management software for this location.
18. Manages all supplier/vendor relationships. Partners with local Procurement on bidding process and negotiations of all vendor contracts unique to this location. Integrates all Mexico City based employees into Global Company supplier contracts where appropriate (i.e. office supplies, small package shipping, etc).
19. Serves as the Company’s ergonomic SME and coordinates all ergonomic-related issues to completion, adhering to US Facilities standards and procedures.
20. Aids VP, Facilities Management and Finance in preparing and managing annual budget for Mexico City office space, including all lease agreements for the Company’s corporate office equipment, maintenance thereof, repairs, and supply costs.
21. Completes a variety of responsibilities and special projects as directed by VP, Facilities
Management.

Location

Mexico City

Additional Locations

Job Type

Full time

Job Area

Facilities

Equal Opportunity

Constellation Brands is committed to a continuing program of equal employment opportunity. All persons have equal employment opportunities with Constellation Brands, regardless of their sex, race, color, age, religion, creed, sexual orientation, national origin or citizenship, ancestry, physical or mental disability, medical condition (cancer or genetic characteristics), marital status, gender (including gender identity or gender expression), familial status, military or veteran status, genetic information, pregnancy, childbirth, breastfeeding, or related conditions (or any other group or category within the framework of the applicable discrimination laws and regulations).