HR & Operations Administrative Coordinator.

Contemporary Recruiting; Bogotá; Presencial; COP 40.000.000 - 60.000.000; Jornada completa

Descripción de la vacante

Contemporary Recruiting in Bogotá is seeking a highly organized HR & Operations Administrative Assistant to support our HR and Operations teams. You will coordinate employee processes, onboarding, vacation tracking, payroll support, vendor communications, and maintain accurate records using Excel and Microsoft Office.

The role requires minimum 5 years of relevant experience, strong discretion, and the ability to manage multiple priorities with minimal supervision.

Formación

• Minimum 5 years of relevant professional experience.
• English proficiency at B1–B2 level.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to manage large amounts of information.
• Strong numerical and analytical skills.
• Advanced or strong working knowledge of Microsoft Excel.
• Proficiency with Microsoft Office and digital calendars.
• Comfortable using AI tools to improve productivity and administrative processes.
• Ability to multitask and manage several priorities simultaneously.
• Strong written and verbal communication skills with professional interaction across departments.

Responsabilidades

• Coordinate equipment requests for employees across different teams.
• Track equipment shipments and ensure timely delivery.
• Review equipment-related invoices for accuracy.
• Communicate with equipment providers and internal contacts in Peru, Colombia, and PH.
• Address and route employee or operational concerns to the appropriate department.
• Follow up on pending operational requests and ensure timely resolution.
• Support onboarding, background checks, and vacation tracking for employees.
• Prepare and distribute payroll-related information and payslips.
• Maintain accurate records, spreadsheets, calendars, and trackers.
• Identify and act on pending tasks proactively without supervision.

Conocimientos

Organizational skills

Attention to detail

Multitasking

Communication skills

Discretion with confidential info

English proficiency (B1–B2)

Analytical skills

Herramientas

Microsoft Excel

Microsoft Office

Digital calendars

AI tools

Descripción del empleo

We are looking for a highly organized, proactive, and detail-oriented HR & Operations Administrative Assistant to support our Human Resources and Operations teams. This role will be responsible for coordinating employee-related processes, equipment requests and tracking, payroll support, vendor communication, onboarding activities, vacation tracking, and a variety of administrative and operational tasks.

The ideal candidate is comfortable managing multiple priorities simultaneously, working with sensitive and time-sensitive information, communicating with different departments, and maintaining accurate records. Strong organizational skills, attention to detail, numerical ability, and proficiency with Excel, Microsoft Office, calendars, and AI-powered tools are highly valued.

Job Type: Full-Time.

Experience: Minimum 5 years of relevant experience.

Key Responsibilities:

Equipment & Operations Coordination:

• Coordinate equipment requests for employees across different teams.
• Track equipment shipments and ensure items are delivered on time.
• Review equipment-related invoices for accuracy.
• Communicate with equipment providers and internal contacts in Peru, Colombia, and PH (Philippines).
• Address and route employee or operational concerns to the appropriate department.
• Follow up on pending operational requests and ensure timely resolution.
• Support other administrative and operational activities based on business needs.

HR & Onboarding Support:

• Support the onboarding process for new hires.
• Submit and track background check (BGC) requests.
• Follow up on pending background checks and maintain accurate status records.
• Coordinate and track employee vacation requests.
• Maintain organized vacation records in Excel.
• Receive, document, and follow up on employee vacation requests.
• Provide administrative support to HR and Recruiting teams.

Payroll Support:

• Assist with employee payroll processes and payroll-related communications.
• Prepare and distribute employee payslips.
• Communicate payroll updates and relevant information to employees.
• Follow up on payroll-related questions and coordinate with the appropriate team when issues arise.
• Track and remind the Recruiting Manager about client collections when needed.
• Follow up on outstanding vendor payments.
• Send reminders regarding additional employee bonuses when applicable.

Administrative Support:

• Maintain accurate records, spreadsheets, calendars, and operational trackers.
• Monitor deadlines and follow up on pending items.
• Handle multiple administrative requests simultaneously.
• Identify pending tasks proactively rather than waiting for instructions.
• Perform other administrative duties as required by the company's operations.

Requirements:

• Minimum 5 years of relevant professional experience; long-term employment history and tenure are highly valued.
• English proficiency at B1–B2 level.
• Strong organizational and time-management skills.
• Excellent attention to detail and ability to manage large amounts of information.
• Strong numerical and analytical skills.
• Advanced or strong working knowledge of Microsoft Excel.
• Proficiency with Microsoft Office and digital calendars.
• Comfortable using AI tools to improve productivity and administrative processes.
• Ability to multitask and manage several priorities simultaneously.
• Strong written and verbal communication skills.Ability to communicate professionally with employees, vendors, and different departments.
• High level of discretion when handling payroll, employee, and other confidential information.
• Proactive mindset with the ability to identify what needs to be done and follow through without constant supervision.