Administrative Support Manager

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

Coordinate day-to-day administrative processes and support the smooth operation of internal business activities;

Manage incoming and outgoing correspondence, ensuring accuracy, confidentiality, and timely communication;

Support efficient document flow and coordination between departments;

Maintain and improve administrative procedures and workflows;

Coordinate general administrative and operational needs across the business;

Maintain accurate records and support the organization of internal documentation and information.

Communication and Stakeholder Management

Act as a point of contact for internal teams and external stakeholders on administrative and operational matters;

Build and maintain effective relationships with vendors, service providers, and other external partners;

Coordinate communication and administrative processes with accounting, payroll providers, auditors, and other relevant stakeholders;

Support effective collaboration between different departments and contribute to the smooth coordination of cross-functional activities;

Provide operational and administrative support to the HR team when required.

Business and Executive Support

Support the coordination of calendars, appointments, meetings, and other business activities;

Organize internal and external meetings, ensuring smooth communication and logistical coordination;

Support the coordination of business events, conferences, and other company activities;

Assist with various executive and team support activities when required;

Coordinate internal and external stakeholder interactions and ensure a professional and efficient experience.

Financial and Process Administration

Support the processing and coordination of vendor invoices through SAP Concur in accordance with internal procedures;

Assist with the review and administration of employee expense reports;

Support compliance with internal administrative and financial procedures;

Maintain accurate records and documentation related to administrative and operational processes.

Travel and Cross-Functional Projects

Coordinate business travel arrangements, including flights, accommodation, transportation, and itineraries;

Participate in cross-functional projects and company-wide initiatives;

Identify opportunities to improve administrative processes and contribute to the continuous improvement of internal operations;

Take on additional administrative and operational responsibilities based on business needs.

Requirements

Bachelor’s degree in Business Administration, Management, or a related field is preferred;

3+ years of experience in an administrative, coordination, operations, or business support role;

Fluency in English and Spanish, both written and verbal;

Advanced proficiency in MS Office Suite and other relevant business tools;

Experience with electronic document management systems is an advantage;

Strong organizational and time-management skills, with the ability to manage multiple priorities;

Excellent interpersonal and communication skills, with the ability to interact effectively with stakeholders at all levels;

High attention to detail and accuracy;

Ability to work independently, identify issues, and find practical solutions;

A proactive, hands-on, and solution-oriented mindset;

Flexible and adaptable, with the ability to work effectively in a dynamic environment;

Strong sense of ownership, reliability, and willingness to learn and grow.

Benefits

Modern, fully equipped office in a central location;

Competitive salary aligned with local market standards;

Opportunities for professional growth and development within an international group;

Official employment with clear contractual terms and timely payments;

Standard five-day working week with 8-hour working days;

Annual leave and public holidays in accordance with local labor legislation;

Partial coverage of private medical insurance.