Operations Coordinator (Onsite)

Insulet started in 2000 with an idea and a mission to enable our customers to enjoy simplicity, freedom and healthier lives through the use of our Omnipod® product platform. In the last two decades we have improved the lives of hundreds of thousands of patients by using innovative technology that is wearable, waterproof, and lifestyle accommodating.

Position Overview:

The Operations Coordinator coordinates, support and ensure an efficient functioning of daily operations within the Tijuana and Mexico site. The Operations Coordinator is responsible for maintaining effective communication, managing schedules, and assisting with project management to enhance overall productivity and efficiency. Their responsibilities generally include coordinating various administrative and operational tasks like managing office supplies, overseeing other administrative staff, owning budgets,  supporting staff with administrative task and follow up on deadlines, and supporting different departments This position involves, and ensuring that processes run seamlessly.

Responsibilities:

• Support all administrative duties in the office and ensure that office is operating smoothly.
• Manage office supplies inventory and place orders as necessary.                                       
• Perform receptionist duties: greet visitors, and answer and direct phone calls.     
• Receive and sort incoming mail and deliveries, and manage outgoing mail .                      
• Oversee office policies and procedures, and ensure they are implemented appropriately
• Processing POs, invoices and managing office budgets.                                                       
• Work on the administrative process mechanism for Mexican employees, and with third parties
• Identify opportunities for process and office management improvements, and design and implement new systems.
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports         
• Overseeing general office operation.                                                            
• Coordinating appointments and meetings and managing staff calendars and schedules.
• Supervising, mentoring, training, and coaching our office staff and delegating assignments to ensure maximum productivity.
• Booking transport and accommodation, coordinating domestic and international travel, including flight, hotel, and car rental reservations.                                                                       
• Purchasing office supplies and equipment and maintaining proper stock levels.
• Creating presentations and other management-level reports.                                
• Command company events and conferences in coordination with the staff and the SD office
• Implementing and maintaining procedures/office administrative systems with other areas of the organization, such as Human Resources, Engagement Staff.
• Ensuring that health and safety policies are up to date.                              
• Create weekly and monthly reports related to the operations activities.
• Management of local inventory and setup of hardware for new hires assuring a great Onboarding experience to new hires.                
• Maintain an updated list of corporate requirements to operate the company in Mexico, taking into consideration both local and federal responsibilities.                                  
• Manages the Office's control access, adding new users, creating employee badges and updating access rights.             
• Follows the Building Maintenance Planning.

Education and Experience:

Minimum Requirements:

• Bachelor's degree in business administration, communications, or a related field       
• 2-5 years of work experience in an administrative/office management role
• Must have exceptional attention to detail          
• Strong organizational and multitasking abilities, excellent communication skills, proficiency in Microsoft Office Suite
• Excellent communication and interpersonal skills          
• Extreme detail-oriented to follow up tasks and deadlines.

Preferred Skills and Competencies:       

• Ability to manage multiple tasks and projects simultaneously, ensuring timely completion and attention to detail.
• Excellent verbal and written communication skills, with the ability to convey information clearly and effectively to various stakeholders, vendors and contractors.
• Ability to prioritize tasks and manage time efficiently to meet deadlines and handle urgent requests.
• Flexibility to help other teams and ability to work effectively both independently and as part of a team, fostering a collaborative and supportive work environment.
• Strong interpersonal skills to interact positively with all employees      .
• Attention to detail to ensure tasks are completed thoroughly and correctly.                                       

Physical Requirements (if applicable):         

• Position 100% onsite
• Flexibility to visit company sites to provide support.

Visa/Passport

NOTE: This position requires on-site working (requires on-site office/plant/lab work). #LI-Onsite