Administrative Assistant

Description

Job Summary: This role is responsible for comprehensive payroll and severance management, insurance administration, documentation control, as well as coordination with external vendors and service providers to ensure compliance with accounting and tax requirements. Key Responsibilities: 1. Comprehensive payroll and severance management with outsourcing. 2. Coordination and control of tax and accounting obligations. 3. Preparation of employment contracts, management of medical leave certificates, and insurance matters. * Collect payroll incidents and forward them biweekly; manage year-end bonuses in December and PTU (Profit Sharing) distribution in May. * Coordinate and validate severance documents with outsourcing providers. * Archive payroll records along with all supporting documentation. * Prepare accounting journal entries and register them in IDAN. * Provision SUA (Unified Social Security Account) reports and generate and reconcile SUA extracts at least quarterly. * Request, obtain, and validate the Compensation Report and cumulative worker-level reports to reconcile payroll extracts for earnings and deductions for internal use and external audit purposes—performed at least quarterly, with follow-up reporting to corporate headquarters semiannually. * 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 authorizations monthly, as well as maintain paper-based medical leave tracking (Excel spreadsheet) for annual reconciliation with the Work Risk Declaration. * Draft employment contracts upon each new hire, forward them for approval, and monitor expiration dates. * Immediately process notices of foreign jurisdiction registration. * Obtain IMSS (Mexican Social Security Institute) enrollment confirmation documents. * Coordinate with outsourcing providers on 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 service providers on the Work Risk Declaration. * Address salary-related inquiries and requests. * Annually request and coordinate issuance of earnings and deduction statements for all employees. * Coordinate with vendors providing Bulletin D-3 (employee benefits), actuarial studies, submit required data, and collect both the actuarial study and Bulletin D-3 accounting entries. * Monthly printing and payment of FONACOT (National Workers’ Housing Fund) declarations, along with accounting registration, control of FONACOT forms, and employee advisory services. * Calculate the 3% payroll tax monthly, record it in accounting books, extract and reconcile the 3% amount against financial results and balance sheet, and coordinate the annual 3% payroll tax filing with external service providers. * Prepare and distribute commission percentage and cap letters to all sales representatives. * Distribute payroll slips and collect signed acknowledgments from local and remote staff. * Monitor attendance punctuality and send email notifications 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 (Major Medical Expenses) and life insurance; collect forms notifying established timelines for enrollment and ensure timely submission to insurance intermediaries and surety bond providers. * Reimburse verified travel expense claims. * Process vendor payments. * Issue payments. * Petty cash management. * Fixed assets management. * Credit note authorization. * Vacation tracking and control. Employment Type: Full-time Salary: $21,900.00 - $22,000.00 per month Benefits: * Major medical expense insurance Work Location: On-site