Administrative Assistant

Description

Job Summary: This administrative role is responsible for managing and coordinating various functions related to payroll, accounting, human resources, and administrative procedures. Key Responsibilities: 1. Comprehensive payroll management and labor procedures. 2. Coordination with outsourcing and external accounting firms for tax compliance. 3. Benefits administration and expense control. * Collect payroll incidents and process them biweekly; handle year-end bonuses in December and PTU (Profit Sharing) in May. * Coordinate and validate settlement documents (finiquitos) with outsourcing providers. * Archive payroll records along with all supporting documentation. * Prepare accounting journal entries and record them in IDAN. * Provision SUA (Social Security Contribution Report) and prepare and reconcile the SUA extract at least quarterly. * Request, obtain, and validate the Compensation Report and cumulative employee reports to reconcile payroll extracts for earnings and deductions for internal use and external audit—minimum frequency: quarterly; follow up to ensure reporting to corporate headquarters every six months. * Reconciliation and control of PTU (Profit Sharing). * Obtain medical leave certificates, notify outsourcing providers, and verify their impact on SUA monthly. Request, validate, and submit SUA authorization monthly, as well as maintain a paper-based record of medical leaves (Excel spreadsheet) for annual reconciliation with the Work Risk Declaration. * Draft employment contracts upon each new hire, route them for approval, and monitor expiration dates. * Immediately file the notice of foreign jurisdiction (aviso de circunscripción foránea). * Obtain proof of registration with IMSS (Mexican Social Security Institute). * Coordinate with outsourcing providers for the informative declaration of salaries and wages, employment subsidy, and reconcile against accounting records prior to submission; also validate exempt and taxable amounts. * Coordinate with external accounting firms for the Work Risk Declaration. * Address salary-related inquiries and requests. * Annually request coordination for issuing Perception and Deduction Certificates to employees. * Coordinate with providers of Bulletin D-3 (employee benefits), actuarial studies; send required data and collect both the actuarial study and the Bulletin D-3 accounting entry. * Monthly printing and payment of FONACOT (National Workers’ Housing Fund) declaration, along with corresponding accounting entries, control of FONACOT forms, and employee advisory services. * Calculate 3% of monthly payroll, record it monthly in accounting, extract and reconcile the 3% calculation against financial results and balance sheet, and coordinate the annual 3% payroll declaration with external accounting firms. * Prepare and deliver commission percentage and cap letters to all sales representatives. * Distribute payroll receipts and collect signed acknowledgments from local and remote staff. * Monitor punctuality and email recognition notices to employees qualifying for the punctuality award. * Procure major medical expense insurance, life insurance, business insurance, and auto insurance; distribute and collect employee enrollment forms for GMM and life insurance; collect notice forms specifying established timelines for enrollment and ensure timely submission to insurance intermediaries and surety companies. * Reimburse verified travel expenses. * Make payments to suppliers. * Issue payments. * Petty cash management. * Fixed assets. * Authorization of credit memos. * Vacation control. Employment Type: Full-time Salary: $21,900.00 - $22,000.00 per month Benefits: * Major medical expense insurance Work Location: On-site