Administrative Assistant - Service

Administrative Assistant – Service

The INNIO Advantage: By combining a rich legacy in the power and gas compression space with pioneering technology, INNIO brings our customers affordable, reliable and sustainable energy solutions for today and tomorrow. We are helping to meet today's energy needs with 64 GW of installed capacity of our powerful Jenbacher and Waukesha engines, which can be found in more than 100 countries. And, by harnessing our history of energy industry firsts along with the power of digital innovation, we will continue to deliver for the future.

Role: The Administrative Assistant – Service is responsible for providing comprehensive administrative support to the Service department. This role involves collecting and organizing data, managing documentation, and ensuring compliance with Mexican legal obligations through various government and client portals. The assistant will also support procurement, HR coordination, and internal reporting.

Essential Responsibilities:

• Perform various administrative duties related to the assigned function.
• Be the link with external vendors to gather employee data, salary information, and legal compliance documentation.
• Coordinate with internal teams to collect service data, client information, and compliance records.
• Keep update the company's REPSE registration.
• Prepare and submit reports in compliance with Mexican laws, including ICSOE and SISUB declarations.
• Review and upload monthly REPSE-related data to client portals.
• Maintain and update vehicle fleet insurance policies.
• Manage equipment allocation for new service vehicles.
• Generate purchase orders for service-related supplies, maintenance, and basic services.
• Manage and submit SIPARE information for technicians to facilitate client site access.
• Maintain and update digital personnel files for field technicians.
• Safeguard digital and physical documentation of co-workers (equipment or vehicle responsibility, etc).
• Track and manage PPE requests for the service team.
• Coordinate uniform purchases and deliveries for the service team.
• Process IT-related purchase orders for new or replacement equipment.
• Record and manage vacation requests for the service department.
• Support HR with service-related requests and documentation.
• Receive and schedule invoice payments related to generated purchase orders in coordination with the responsible department.

Qualification Requirements:

• Degree or equivalent (intern) in Business Administration, Human Resources, Accounting, or administrative fields
• 1–2 years of experience in HR administration, payroll, and government portal management (desired)
• Ability to collaborate and take direction from multiple stakeholders.
• High attention to confidentiality and discretion.
• Self-motivated with a strong sense of urgency
• Strong time management, timely completion of administrative tasks.
• English, at least medium level (oral and written)
• Spanish fluent (oral and written)
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Basic experience in creating spreadsheets and presentations