Site Administrator (on site)

Job description

Site Administrator

Company Overview When you’re part of the team at ITJ, you’ll do meaningful work.

ITJ’s mission is to enable our customers to create technology centers of excellence in Tijuana Mexico.

ITJ is helping to create a thriving innovation economy in the Tijuana/San Diego region.

Position Summary The ITJ Site Administrator is a new and highly visible role at ITJ.

The company’s day to day operations depend on this person to ensure facilities, logistics, and every day to day aspect are running smoothly in Tijuana and the US.

Reporting to the Operations Manager, as the ITJ Site Administrator you will be in close contact with HR, Finance, Engineering, TA, TB, Sales, IT and the executive team to enable a smooth day to day operation and connection of our site in Tijuana Mexico with the US.

Essential Duties and Responsibilities The Site Admin will be responsible for ensuring smooth, safe, and efficient daily operations of our site while creating a welcoming and productive environment for employees, visitors, and partners.

This role will oversee facilities, services, logistics, and workplace experience, while coordinating with cross-functional teams and external vendors.

Key responsibilities include: Facilities Operations & Maintenance Ensure all facilities are operated and maintained in alignment with established standards and procedures.

Oversee site maintenance activities such as HVAC, weather filtration systems, fumigation, fire extinguishers refills, fire suppression systems, coffee machines, and office cleaning.

Involved in office expansion projects and ensuring compliance with local and internal requirements.

Workplace Experience & Services Coordinate workplace notifications to employees.

Manage office services such as reception, mail/post services, courier coordination (including client relations for pickup and drop-off of devices, FEDEX, DHL, etc.), shuttle service, parking lot administration, permanent desk assignments, and locker allocation.

Facilitate logistics for on-site events such as partner visits, Tech Tours, international meetings, and social events (Christmas, Halloween, employee birthdays, weekly snacks such as Wednesday Fruit & Yogurt, Friday Donuts, etc.).

Ensure welcome kit delivery for new hires (on-site or shipped for remote employees) during the onboarding process.

Procurement & Vendor Management Manage onsite facility vendors and service providers (security, cleaning, maintenance, catering, etc.) to ensure day-to-day operations and amenities.

Oversee procurement of snacks, beverages, catering, new equipment, and furniture purchases.

Develop, cultivate, and maintain key relationships with landlords, service providers, and vendors.

Manage processing and control of purchase orders, invoices, and work orders.

Safety & Compliance Implement and oversee environmental, health, and safety policies and procedures.

Lead and support site brigade and emergency response efforts.

Ensure compliance with ISO27001 and other regulatory requirements.

Support surveillance systems and workplace access control.

Logistics & Shipping Coordinate shipping services, including gifts, Christmas cards, and other company-related deliveries.

Maintain and update the Shipping Log for accurate record-keeping.

Manage courier services for both inbound and outbound shipments.

Coordinate hotel bookings for employees and visitors.

Budget & Reporting Manage facilities operating budget and oversee property management services.

Track and maintain facilities documentation, inventories, floor plans, and vendor contracts.

Collaborate with cross-functional teams (Engineering, Finance, HR, Commercial, Marketing, Talent Branding, Talent Acquisition and IT) to align services with business needs.

Report directly to the Operations Manager.

Culture & Environment Nurture a positive and engaging workplace environment for employees, visitors, and partners.

Support initiatives that enhance collaboration, comfort, and workplace satisfaction.

Our benefits We believe in providing our employees with a fair and competitive salary, so you can focus on doing your best work without worrying about financial stress.

100% payroll scheme 20 days Christmas Bonus 12 days of vacation per year Flexible Days 8% saving fund 11% of food coupons Major Medical Insurance Life and Dental Insurance Education reimbursement up to $54,000/year Required qualifications: Bachelor’s degree in Administration, Operations, Hotel management or a related field; equivalent experience may be considered.

Proven experience in site administration, facilities management, or a related role.

Knowledge of safety regulations, building maintenance, and operational compliance.

Proficiency in project management and documentation tools.

Hard Skills Continuous Improvement Device Management Facilities Management Industry Knowledge Project Management Regulatory Compliance Soft Skills Communication Proficiency Customer Care & Responsiveness Detail Oriented / Quality of Work Ownership and Accountability Partnering Problem Solving

Required Skill Profession

Other General