Job Description

Office and Travel Coordinator

Location: Tampico, Tamaulipas Role type: Full-time, Fixed Term TPC
Coverage: Operational support may include after-hours and weekend coordination in line with office and travel requirements.
Responsibilities

Office Coordination

· Greeting guests, answer and route phone calls, and manage incoming and outgoing mail and packages.
· Manage master calendars for meeting rooms, arrange executive travel, and coordinate company events or workshops.
· Manage bookkeeping, invoicing, and support HR and IT with employee onboarding and record maintenance.
· Coordinate assurance of regulation and policies for an office in Tampico, including fire protection, safety standards, and physical security.
· Monitor office inventory, order supplies, and coordinate with vendors for equipment maintenance or repairs.

Travel Safety

· Coordinate daily ground transportation for project personnel throughout Mexico, ensuring seamless transfers between airports, hotels, offices, and work sites.
· Maintain real-time awareness of personnel movements and proactively resolve operational issues to minimise disruptions.
· Manage last-minute itinerary changes and substitutions for drivers or vehicles, adapting swiftly to high-frequency changes.
· Track and report daily travel status, escalate issues when necessary, and validate journey management plans for operational accuracy.
· Promote and enforce compliance with security, safety, and duty-of-care standards for all personnel movements, including supporting incident follow-up and corrective actions.

Experience

· Minimum 5 years of experience in an administrative or office support role, or 3 years of experience in logistics, travel operations, field coordination, or transportation scheduling (oil & gas / industrial project experience preferred).
· Proven ability to operate effectively in time-sensitive, high-change environments involving multiple stakeholders.
· Strong written and verbal communication skills, with an emphasis on clear, actionable updates.
· Comfort working with security-sensitive and confidential movements, and adherence to established protocols.
· Strong attention to detail (names, timings, locations) with disciplined follow-through.
· Ability to build effective working relationships with vendors, drivers, and internal teams.
· Proficiency in email, spreadsheets, and basic tracking tools.
· Fluent in both written and spoken Spanish and English.

Tagged as: Office, Onsite