Administrative Coordinator Co

INGEPSY; Perímetro Urbano Barranquilla; Híbrido; COP 24.000.000 - 42.000.000; Jornada completa

Descripción de la vacante

INGEPSY is seeking an Administrative Coordinator to oversee daily administrative activities and ensure smooth operations across teams. The role emphasizes meticulous organization, proactive problem-solving, and effective communication with internal and external contacts.

The candidate will manage calendars, prepare reports, support onboarding, and assist with invoices and documentation while maintaining strict confidentiality and accuracy in all processes.

Formación

• Excellent verbal and written communication skills.
• Strong organizational and coordination abilities.
• Excellent attention to detail and accuracy.
• Strong time-management and prioritization skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Strong problem-solving and follow-up skills.
• Proficiency with Google Workspace or Microsoft Office.
• Comfortable using calendars, spreadsheets, project management tools, and digital platforms.
• Ability to coordinate effectively with multiple teams and stakeholders.
• Strong documentation and record-keeping skills.
• Ability to work independently and take initiative in changing priorities.
• Professional and discreet handling of confidential information.

Responsabilidades

• Coordinate daily administrative activities and support business operations.
• Manage calendars, meetings, appointments, and schedules.
• Coordinate communication between internal teams and external contacts.
• Organize and maintain digital files, documents, records, and databases.
• Prepare, update, and distribute reports, presentations, and spreadsheets.
• Monitor administrative tasks and deadlines for timely completion.
• Assist with onboarding and team coordination.
• Manage routine emails and inquiries and direct to appropriate person.
• Coordinate meetings, calls, events, and other activities.
• Assist with invoices, expense tracking, and purchase requests.
• Maintain accurate records and organized information.
• Identify process gaps and suggest improvements for efficiency.
• Support managers and teams with operational needs.
• Maintain confidentiality for sensitive information.
• Ensure procedures and policies are followed.

Conocimientos

Communication

Organization

Attention to detail

Time management

Multitasking

Problem solving

Google Workspace

Microsoft Office

Team coordination

Documentation

Independence

Discretion

English proficiency

Herramientas

Google Workspace

Microsoft Office

Descripción del empleo

Descripción del trabajo

We are seeking a highly organized and proactive Administrative Coordinator to oversee administrative activities, coordinate daily operations, and ensure that internal processes run smoothly. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple priorities while coordinating information, schedules, documents, and tasks across different teams.

Responsibilities

• Coordinate daily administrative activities and support business operations.
• Manage calendars, meetings, appointments, and schedules.
• Coordinate communication and information between internal teams and external contacts.
• Organize and maintain digital files, documents, records, and databases.
• Prepare, update, and distribute reports, presentations, spreadsheets, and other documents.
• Monitor administrative tasks, deadlines, and follow-ups to ensure timely completion.
• Assist with onboarding, team coordination, and other internal administrative processes.
• Manage routine emails, requests, and inquiries and ensure they are directed to the appropriate person or team.
• Coordinate meetings, calls, events, and other business activities.
• Assist with invoices, expense tracking, purchase requests, and other administrative processes when required.
• Maintain accurate records and ensure information is properly documented and organized.
• Identify process gaps and recommend improvements to increase administrative efficiency.
• Support managers and team members with operational and administrative needs.
• Maintain confidentiality when handling sensitive company and business information.
• Ensure administrative procedures and company policies are consistently followed.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and coordination abilities.
• Excellent attention to detail and accuracy.
• Strong time-management and prioritization skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Strong problem-solving and follow-up skills.
• Proficiency with Google Workspace or Microsoft Office.
• Comfortable using calendars, spreadsheets, project management tools, and digital communication platforms.
• Ability to coordinate effectively with multiple teams and stakeholders.
• Strong documentation and record-keeping skills.
• Ability to work independently, take initiative, and adapt to changing priorities.
• Professional and discreet approach when handling confidential information.

Requirements

• Previous experience in administrative coordination, office administration, operations, executive assistance, or a similar role.
• Experience coordinating schedules, meetings, documents, and administrative processes.
• Strong computer and digital skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills.
• Ability to work independently and collaborate effectively with remote teams.
• Strong organizational skills and ability to meet deadlines.
• Reliable internet connection and a suitable setup for remote work.
• Professional, proactive, organized, and dependable attitude.
• English proficiency is required if the position involves coordinating with English-speaking teams, clients, or stakeholders.

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