Responsibilities
Office Operations Facilities Support Support daily administrative and facility needs across LATAM offices
- Assist in the overall operations department activities
- Manage local office needs, including organizing materials and coordinating vendor services
- Support the receiving, organizing, and shipping of company computers, including tracking and collecting signed terms of responsibility
- Assist in receiving visitors, supporting workspace needs, and ensuring proper office functioning
- Manage virtual office-related payments (e.g., coworking subscriptions, utilities)
Vendor Invoicing Management
- Process and follow up on Travel Agency invoices for LATAM USA
- Ensure proper invoice flow, accounting approvals, and status updates
- Search for new suppliers and assist in partnership discussions when needed
- Maintain vendor database and help onboard new suppliers
Documentation Internal Files Archive and maintain documentation (physical and digital via Google Drive)
- Ensure accuracy of shared documents, such as budget trackers, asset lists, and office databases
- Assist in correspondence management: scanning, receiving, sending, and storing physical and electronic communications
- Keep files organized and labeled according to internal standards
Reporting Administrative Support
- Create reports, forms, spreadsheets, and slide decks when required
- Support preparation of sync presentations, data summaries, and visual reports
- Maintain trackers for asset management, budgets, and office-related tasks
Project Event Support
- Assist in planning and execution of internal events (e.g., Summits, visits from top management)
- Support procurement and setup related to such events
- Assist with logistics and travel-related tasks during key operations projects
Cross-Regional Collaboration
- Step in during team absences to support document uploads, invoice submissions, or urgent tasks
- Communicate regularly with Brazil, Peru, Colombia, and the USA-based teams
- Share updates, progress, and blockers with regional leads and country managers
Qualifications
- Fluent in both Spanish and English (written and spoken)
- High attention to detail – Ensures accuracy in payments, documentation, and reporting
- Strong ownership – Follows through on responsibilities independently and reliably
- Process-oriented – Comfortable working with SOPs and actively contributes to improving workflows
- Collaborative communicator – Shares updates, task progress, and handovers clearly with all stakeholders
- Proactive – Anticipates potential blockers and takes initiative to resolve issues early
- Creative approach to problem solving – Offers innovative solutions and adapts quickly to operational challenges
Advanced Excel and PowerPoint skills – Capable of building dashboards, trackers, and executive-level presentations with a clear, visual structure