Office Administrator / Coordinator

We are seeking an Office Coordinator to join our Colombia Team and support our Medellin and Bogota offices.  This is a unique opportunity for an entrepreneurial, highly driven person with a well-rounded skill set to join the J.S. Held Colombia team, whose responsibilities extend beyond those of traditional Administrative Assistants. The ideal person for this role will need to not only have a strong grasp of the administration of the office (supplies and vendors’ management, invoicing support, document management etc.) but also be flexible and a strategic thinker able to take on a variety of tasks. 

Job Responsibilities 

• Administration of the Office  

Includes but not limited to – mail distribution, office supplies, vendor management, marketing prints, client and employee visits/access, IT inventory, etc. 

• Support in Invoicing and Administration of Contracts 

Includes but not limited to – follow-up of A/R, time-keeping processes, coordination with all relevant parties for preparation of client documents (RFI, admin certificates, etc.), assist Project related Teams with collections of Client payments, payments for all office related functions (Electric, internet, cleaning services, cell phones, office supplies, etc.), understands Colombia basic fiscal information and processes. 

• Support in Expenses Reports and Travel Management 

Includes but not limited to – assist AP Manager in implementing credit card and Travel & Expense Policies, managing “Puntos Colombia” (Bancolombia credit card loyalty points), detailed coordination of all aspects of JSH executive visits, main POC for travel support to visitors and other employees. 

• Document Control 

Includes but not limited to – upload documents, support in Excel, Word files, OCR documents, preparations of annexes, etc., support in reviewing documents to project employees: review of invoices, timesheets, etc., support in preparing presentations for clients, processing and filing of business documents, Operational support for HSE requirements, coordinating and record keeping of mandatory medical exams, etc. 

• Liaison with JSH offices

Bogota office, regional offices (Chile, Mexico, etc.), and international offices. These may include a few activities that can be performed accordingly. 

• Assistance to employees 

Includes but not limited to – new hires on-boarding, remote-based employees, etc., set-up welcome meetings with new staff members, add to relevant office groups, guiding employees to existing internal policies, guidelines, benefits, departments, training, compliance, JSH Intranet, where/who to contact, etc. 

• Facilities  

Include but not limited to - Local plan control of maintenance of facilities (Air conditioners, door access, facilities repairs and maintenance), local support with property management, control and maintenance of the emergency system of the office.  

• Health & Safety 

Includes but not limited to – work with HR to communicate with all Colombia employees, possible travel to Medellin, 1 week per month to support Health & Safety Initiatives. 

• Assist with Phones for the Corporate Support Operator and Corporate Support Email Monitoring 

Includes but not limited to – supporting the entire company for various asks (project set-up, direct to internal departments, Helpdesk support tasks, etc.), collaborate with the Corporate Support team.