Administrative Assistance

Vacancy: Administrative Assistant – HR & Finance

Location: Caracas, Venezuela

Work Arrangement: On-site / Office-based

Engagement: Professional Services Consultant

Professional Fee: USD 480/month

Schedule: usually from 10 am to 6:30 pm each day of the week, from Monday to Friday, being flexible, based on business needs and agreed service requirements

Department: HR & Finance

About the Role

INFINIX, a TRANSSION brand, is looking for an Administrative Assistant – HR & Finance to support the daily administrative and operational activities of the Venezuela office.

This position will provide practical support across HR administration, finance administration, office operations, purchasing, suppliers, records, reporting, and general coordination .

The ideal person is organized, proactive, responsible, comfortable with technology, and genuinely willing to learn. This is a hands-on role that requires someone who enjoys office work, can manage different types of administrative tasks, follows up until completion, a person comfortable working with digital tools and new systems, also with reporting.Because the role supports an international team, written and spoken English is mandatory .

Key Responsibilities

1. Office Administration & Daily Operations

• Support the day-to-day administrative operation of the office.
• Monitor office supplies and recurring operational needs.
• Coordinate purchases of office, kitchen, bathroom, and general-use supplies.
• Maintain organized records of office equipment, furniture, supplies, and other assets.
• Follow up on office maintenance, repairs, utilities, and service requirements.
• Coordinate with building administration and external service providers when required.
• Receive and coordinate packages, documents, and deliveries.
• Support the organization of meetings and internal office activities.
• Help maintain a professional, organized, and functional office environment.
• Identify recurring operational needs before they become urgent issues.

2. Purchasing, Expenses & Finance Support

• Request and compare supplier quotations when required.
• Collect invoices, receipts, payment confirmations, and supporting documentation.
• Maintain Excel trackers for purchases, expenses, and recurring payments.
• Follow up with suppliers regarding quotations, invoices, deliveries, and pending payments.
• Maintain an organized record of recurring office expenses.
• Support monthly expense planning and budget tracking.
• Prepare and organize information required for HR & Finance payment and expense requests.
• Maintain proper digital and physical filing of financial and administrative documents.
• Support authorized local payments and administrative errands when required.
• Help ensure that expenses are properly documented and easy to track.

3. HR Administrative Support

• Maintain and update HR records and personnel information.
• Support the organization of employee and consultant documentation.
• Assist with onboarding and offboarding administrative processes.
• Support attendance and personnel information tracking.
• Help coordinate training sessions, meetings, and internal HR activities.
• Maintain organized personnel files and administrative records.
• Support the preparation of HR reports and Excel trackers.
• Follow up on missing or incomplete employee/consultant information.
• Handle confidential information with appropriate discretion.

4. Reporting & Data Management

• Prepare and maintain Excel reports and administrative trackers.
• Enter, update, and organize information accurately.
• Cross-check information and identify missing or inconsistent data.
• Follow up with the relevant person or department when information is incomplete.
• Maintain clear digital and physical filing systems.
• Support the preparation of summaries and reports for HR & Finance.
• Keep administrative information updated and easy to retrieve.

5. Communication & Coordination

• Communicate professionally with internal teams, suppliers and service providers.
• Coordinate administrative requests between HR & Finance and other departments.
• Use company communication platforms appropriately, as well as WhatsApp, email.
• Draft or assist with communications in English and Spanish.
• Support basic translation when required.
• Follow up on requests and keep the relevant people informed of progress.
• Maintain a professional and service-oriented attitude when dealing with colleagues and external contacts.

6. Technology & Digital Tools

The position requires a high level of comfort with technology and willingness to learn.

The Administrative Assistant will be expected to work with:

• Microsoft Excel
• Microsoft Word
• Microsoft 365
• Google Workspace
• WhatsApp
• Google Translate
• ChatGPT / Gemini
• Internal company systems and platforms
• Other digital tools required for administrative and HR & Finance processes

The candidate should be comfortable learning new applications and systems independently.

Being uncomfortable with technology or resistant to learning new digital tools would not be suitable for this position

7. Local Administrative Support

When required and properly authorized, the position may support occasional local administrative activities such as:

• Delivering or collecting documents.
• Visiting suppliers or service providers.
• Purchasing urgent office supplies.
• Coordinating minor office maintenance matters.
• Supporting building or office procedures.
• Making authorized local payments or completing administrative errands.
• Assisting with other practical office matters within the Caracas area.

These activities are intended as occasional administrative support and are not the primary purpose of the position.

Requirements

• Basic written and spoken English — mandatory.
• Fluent Spanish.
• Good command of Microsoft Excel and Word .
• Comfortable using WhatsApp, Google Translate, ChatGPT/Gemini , Google Workspace and Microsoft 365.
• Comfortable learning new systems, applications and digital tools.
• Good organizational and time-management skills.
• Attention to detail.
• Ability to manage multiple administrative tasks and follow up until completion.
• Professional communication and professional presence.
• Proactive attitude and willingness to learn.
• Responsible, reliable and able to work independently on assigned tasks.
• Ability to handle confidential information with discretion.
• Previous experience in administration, office management, HR administration or finance administration is preferred.
• Technical degree, university studies or a degree in Business Administration, Accounting, Finance, Human Resources, Management or a related field is preferred.
• Previous experience working with international companies or multicultural teams is a plus.

Personal Profile

We are looking for someone who is:

• Organized
• Proactive
• Detail-oriented
• Technology-friendly
• Adaptable
• Responsible
• Service-oriented
• Professional
• Confidential
• Curious and willing to learn
• Comfortable taking initiative and following tasks through to completion.

The person should genuinely enjoy administrative and office work and be comfortable supporting different areas when needed.

What Success Looks Like

Success in this position means:

• Office administrative information is organized and up to date.
• Purchases and expenses are properly documented.
• Suppliers, invoices and payments are followed up consistently.
• Recurring office needs are anticipated.
• HR information and personnel records are accurate and organized.
• Excel trackers and reports are reliable and easy to understand.
• Administrative requests are followed through to completion.
• Internal systems and tools are learned and used effectively.
• Communication with the international team is clear and professional in English.
• HR & Finance receives reliable day-to-day administrative support.