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.