Office Coordinator

We are seeking an Office Coordinator to join our Medellin Colombia office team. 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. 

Qualifications :

Required Qualifications 

• College Degree preferred. 

• 5 years experience in office administration or other related fields. 

• Microsoft Office required. Must be Excel proficient with the ability to embrace new technology. 

• Being bilingual is a must Spanish/English (excellent English-speaking skills a must). 

• In-Office Position - Monday through Friday 8:30 am 5:30 pm. 

• Proper knowledge of hiring regulations and new hire compliance. 

• Sense of Urgency. 

• Confidentiality with Business and Employee information. 

• Willingness to Learn. 

• Critical Thinking skills. 

• Ability to prioritize and multitask. 

• Excellent written and verbal communication skills. 

• Strong attention to detail. 

• Follow through until completion of all tasks. 

• Strong organizational skills. 

• Demonstrable job stability. 

Additional Information :

We welcome applications from individuals with disabilities.  If you are an individual with a disability and would like to request a reasonable adjustment in relation to any of the above please email  and include Applicant Adjustment within the subject line with your request and contact information. 

Some of the Benefits We Have Include

J.S. Held understands all of our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our teams needs.

Our flexible work environment allows employees to work remotely when needed

Generous Annual Leave Policy

Comprehensive Medical Insurance

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

By submitting your application you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection processing use and storage of your personal information as required and described therein.

Please explore what were all about at .

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex gender identity sexual orientation race color religion national origin disability protected Veteran status age or any other characteristic protected by law.

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Remote Work :

No

Employment Type :

Full-time