Administration & Operations Lead Reurbano

Selection process developed by matteria

Location and Work Mode

This is a full-time permanent position based in Mexico City (CDMX). The role operates under a hybrid model with regular in-office presence in Mexico City and occasional field presence as needed.

Who we are

Reurbano is one of Mexico Citys most recognized adaptive reuse developers with 15 years of creating vibrant enduring urban spaces through design excellence operational innovation and a focus on people.

We believe activated high-trust communities create extraordinary value socially civically and financially. We also believe were living through a transformation in how organizations operate. Were now launching a new real estate development platform to build adaptive reuse and mixed-use mixed-income intergenerational communities pairing deep community investment with an AI-first data and operating model.

This role will be part of a founding team that reimagines development from what we build to how we build to with whom we build.

Our impact

• 30 completed projects across Mexico City (2008 to present) representing 400 housing units and 15000 m² developed.

• Award-winning portfolio recognized internationally: Bienal de Venecia Bienal de Quito FAD Prize (Spain and Portugal) XV Bienal de Arquitectura Mexicana and ArchDaily Best Buildings 2015.

• Featured in leading media including Metropolis Monocle Log NYTimes ArchDaily El Financiero and AD México.

• 60000 Instagram followers and a growing community of residents collaborators and urban advocates built on credibility not ad spend.

Purpose of the Position

Serve as the operational and administrative backbone of Reurbanos growing multi-entity platform acting as a high-trust internal service partner across founders project managers and internal teams.

Build and maintain the administrative and operational systems that ensure the company runs with accuracy discipline and visibility so critical processes execute reliably risks surface early and collaboration across project managers and internal teams is coordinated and effective.

Key Responsibilities

• Work closely with multiple internal stakeholders across different projects ensuring strong coordination smooth collaboration and high-quality operational support; partner similarly with other operations roles to keep teams aligned and execution running effectively.

• Run disciplined back-office operations across a multi-entity platform serving as a trusted internal partner to project managers and internal teams to create repeatable systems coordinate priorities solve operational blockers and ensure reliable execution across projects entities accounts vendors and recurring obligations.

• Deliver high-quality internal service across multiple stakeholders and projects ensuring timely support clear communication and dependable operational follow-through.

• Own payment and invoice workflow discipline: coordinate approvals invoice tracking routine payments and near-term cash visibility to avoid surprises.

• Contract routing and document control: maintain versioning structured filing retrievability and information hygiene with strong documentation standards and AI-assisted searchability.

• Onboarding offboarding vendor and contractor operations: ensure agreements role logistics and follow-through are clean documented and reliable.

• Workflow improvement and operating visibility: implement tools checklists dashboards and lightweight reporting to reduce founder dependency and increase execution reliability.

• Entity governance and admin compliance hygiene: track obligations key dates signatories and recurring requirements in coordination with external legal and accounting partners.

• Leverage AI and automation tools to increase throughout: use automation and structured workflows to accelerate work without sacrificing accuracy.

Requirements and competences to work with us

Education

• No specific degree required. Relevant backgrounds include Business Administration Finance Law Industrial Engineering or related fields. What matters most is demonstrated operational ownership and systems-building capability.

Experience

• 4 to 8 years in operations administration finance-adjacent execution or a related field.

• Proven ability to build and run back-office systems across multiple entities projects or workstreams simultaneously.

• Track record of owning payment workflows contract management vendor coordination and document control with rigor and reliability.

• Experience reducing founder or leadership dependency by creating repeatable processes and clear operational visibility.

• Familiarity with Mexican regulatory and compliance requirements: IMSS SAT entity governance and basic labor law.

• Experience with project management tools and cloud-based filing systems. Familiarity with AI-assisted workflows (Notion ClickUp Google Drive or similar).

• Required experience working within real estate development environments (housing hospitality commercial or similar) with practical understanding of multi-entity structures such as SPVs DevCos and how project-level finances and operations interact.

Knowledge and Skills

• High ownership and accountability: owns outcomes imposes structure and drives issues to resolution with minimal supervision.

• Systems discipline and continuous improvement: turns recurring work into repeatable workflows and reduces reliance on memory.

• Structured communicator: crisp written updates and documentation with explicit owners deadlines and next steps.

• Sound judgment and escalation: knows what to standardize what to handle independently and what to escalate.

• AI and tool fluency: uses modern software and AI-enabled workflows to improve throughput and documentation quality.

• Fully bilingual: Spanish and English written and spoken.

Our team profile

• High agency stamina: this is a demanding environment; youre comfortable with ambiguity take ownership and move fast.

• Empowerment over hierarchy: we operate with empowered decision-making; roles change as we learn and we optimize for outcomes not titles.

• Mission alignment: youre deeply motivated by building healthier more connected places.

• Adaptability and curiosity: you learn new tools and workflows quickly experiment thoughtfully and use AI to increase clarity speed and quality.

• Low ego: youre willing to do whatever the work requires and you treat people with kindness and respect while holding a high bar.

Key interests for working with us

This role is best suited for someone motivated by:

• Building the operating backbone of a high-growth real estate platform where strong administration directly enables execution speed and trust.

• Bringing order and visibility to complex multi-entity environments where projects finances vendors and timelines must work together seamlessly.

• Being a trusted internal partner to founders project managers and key stakeholders someone relied on to keep critical operations running smoothly.

• Designing systems that reduce chaos prevent surprises and allow leaders to focus on growth rather than routine follow-up.

• Working inside a founder-led company where great operations are visible valued and have immediate impact on how the business scales.

Reasons to join our team

• Competitive salary aligned to market (details shared during process).

• Permanent full-time contract.

• Hybrid work environment with regular in-office collaboration and flexibility based on business needs.

• Performance-based bonus tied to community and operational milestones.

• Benefits in accordance with Mexican labor law (IMSS INFONAVIT aguinaldo PTU vacaciones).

• Equipment and tools provided.

• Direct exposure to founders from day one.