Office Administrator

Role: Office Administrator

Location: Hybrid (Bogotá)

Language: Proficiency in English is required as we are a global business

About the role:

At OLIVER+ creating visually stunning, impactful and effective creative work is essential. Our goal is to create industry-leading, world-class work that's truly beautiful, smart, and effective. As a part of the OLIVER+ Regional Operations team, it will be your responsibility to ensure our organizational engine remains well-oiled for our talent so that they can achieve this goal and attain the vision set in place for the organization.

The ideal candidate will embody our entrepreneurial culture through a highly detail-oriented, organized, and solution-minded approach. We value individuals who demonstrate initiative, adaptability, and ownership of their responsibilities while aligning with our dynamic, innovative, and collaborative work environment. You should be proactive in anticipating needs, resourceful in finding solutions, and possess a natural people-first mindset that enables our creative teams to focus on delivering exceptional work. Strong cross-cultural communication skills are essential as you'll be the connective tissue between our local operations and global network.

What You'll be Doing:

Administrative:

• General support across the board for employee inquiries
• Coordinate with talent team regarding new joiner equipment needs
• Maintain and update databases for equipment and staff records, physical and virtual filing
• Assist new joiners with general onboarding needs
• Interacting and co-ordinating with overseas office stakeholders when needed
• Be onsite as and when required
• Coordinate all events and logistic arrangements, including printing, ordering food, arranging snacks, decorating the office space, and year-end events

Property Management:

• Source, stand-up and maintain office location
• Be the primary contact for office management
• Designs and implements office policies as needed
• Overseeing the maintenance of office facilities
• Work with stakeholders on office space acquisition, boardroom bookings
• Handle lease agreements and related paperwork
• Coordinate office space setup and maintenance
• Coordination with landlord and the building authorities for fire drills, First Aid and necessary day to day operational requirements

Procurement & Asset Management:

• Source and manage supplier relationships and local procurement coordination
• Coordinate hardware/equipment/furniture/office supplies purchases with suppliers
• Manage insurance quotes and policies
• Dispatch, collect, store, and manage equipment
• Coordinate with courier services for deliveries
• Maintain equipment and asset records
• Process supplier invoices and documentation
• Add newly purchased assets to insurance and to claim against damaged asset in coordination with insurance service provider when applicable

Financial Management Support:

• Work with finance team for expense approvals
• Process Purchase Requisite requests and obtain POs
• Manage local debit card and top-ups
• Submit monthly expenses with tax invoices
• Handle tax invoice processing (country-specific requirements)
• Coordinate vendor payments and documentation

Vendor Management:

• Source and maintain supplier relationships
• Process new vendor documentation
• Coordinate procurement activities
• Manage delivery schedules and logistics

General Support:

• Serve as primary point of contact for general inquiries
• Support new joiners with general questions
• Maintain administrative records
• Coordinate between departments as needed

What You'll Need:

• 3+ years of prior administrative/executive assistant or office operations experience
• Strong skills in Microsoft Excel, Word and PowerPoint
• Entrepreneurial mindset with a positive can-do attitude
• Excellent English verbal and written communication skills, particularly in remote and hybrid work environments
• Experience managing cross-functional and multicultural communication
• Administrative writing experience
• High attention to detail, organization, and thoroughness
• Strong general math and data entry skills
• Self-starter able to work independently while knowing when to escalate issues
• Demonstrated resourcefulness and creative problem-solving abilities
• Experience analyzing information and reporting research results
• Service-oriented mindset focused on anticipating and addressing stakeholder needs
• Ability to work onsite as needed

You'll Have:

• Strong executional abilities with a customer service orientation
• Good business sense/judgment with a people-first approach
• Critical thinking and innovative problem-solving skills
• Action & results oriented mindset
• Data-driven approach to decision making
• Exceptional communication skills across diverse audiences
• Open and honest communication style (non-political)
• Ability to manage and prioritize multiple business objectives
• Adaptability to work in our dynamic, innovative environment
• Natural ability to anticipate needs business operational needs

Req ID: 8209

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