We are looking for a proactive and highly organized Administrative Coordinator to support the smooth operation of our business and contribute to the coordination of key administrative and operational processes.
This role offers a broad range of responsibilities and the opportunity to work closely with different departments, internal stakeholders, and external partners.
Administrative and Operational Coordination
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Coordinate day-to-day administrative processes and support the smooth operation of internal business activities;
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Manage incoming and outgoing correspondence, ensuring accuracy, confidentiality, and timely communication;
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Support efficient document flow and coordination between departments;
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Maintain and improve administrative procedures and workflows;
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Coordinate general administrative and operational needs across the business;
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Maintain accurate records and support the organization of internal documentation and information.
Communication and Stakeholder Management
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Act as a point of contact for internal teams and external stakeholders on administrative and operational matters;
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Build and maintain effective relationships with vendors, service providers, and other external partners;
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Coordinate communication and administrative processes with accounting, payroll providers, auditors, and other relevant stakeholders;
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Support effective collaboration between different departments and contribute to the smooth coordination of cross-functional activities;
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Provide operational and administrative support to the HR team when required.
Business and Executive Support
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Support the coordination of calendars, appointments, meetings, and other business activities;
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Organize internal and external meetings, ensuring smooth communication and logistical coordination;
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Support the coordination of business events, conferences, and other company activities;
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Assist with various executive and team support activities when required;
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Coordinate internal and external stakeholder interactions and ensure a professional and efficient experience.
Financial and Process Administration
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Support the processing and coordination of vendor invoices through SAP Concur in accordance with internal procedures;
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Assist with the review and administration of employee expense reports;
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Support compliance with internal administrative and financial procedures;
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Maintain accurate records and documentation related to administrative and operational processes.
Travel and Cross-Functional Projects
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Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries;
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Participate in cross-functional projects and company-wide initiatives;
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Identify opportunities to improve administrative processes and contribute to the continuous improvement of internal operations;
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Take on additional administrative and operational responsibilities based on business needs.
Requirements
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Bachelor’s degree in Business Administration, Management, or a related field is preferred;
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3+ years of experience in an administrative, coordination, operations, or business support role;
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Fluency in English and Spanish, both written and verbal;
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Advanced proficiency in MS Office Suite and other relevant business tools;
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Experience with electronic document management systems is an advantage;
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Strong organizational and time-management skills, with the ability to manage multiple priorities;
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Excellent interpersonal and communication skills, with the ability to interact effectively with stakeholders at all levels;
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High attention to detail and accuracy;
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Ability to work independently, identify issues, and find practical solutions;
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A proactive, hands-on, and solution-oriented mindset;
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Flexible and adaptable, with the ability to work effectively in a dynamic environment;
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Strong sense of ownership, reliability, and willingness to learn and grow.
Benefits
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Modern, fully equipped office in a central location;
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Competitive salary aligned with local market standards;
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Opportunities for professional growth and development within an international group;
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Official employment with clear contractual terms and timely payments;
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Standard five-day working week with 8-hour working days;
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Annual leave and public holidays in accordance with local labor legislation;
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Partial coverage of private medical insurance.
