Office Coordinator

Provana; Medellín; On-site; COP 27,900,000 - 46,872,000; Full time

Benefits offered by this job

Flexible PTO

Tenure Bonus

Visual Bonus

Referral Bonus

Birthday PTO

Prepaid Medical Insurance

Monthly snack allowance

Wellness initiatives

Breakfast and lunch once per week

Pet friendly offices

Free on-site parking

Career development

English language sessions

Partnerships & Discounts

Job summary

Provana is seeking an organized Office Coordinator to support the People & Engagement team and ensure smooth day-to-day office operations in Medellín. The role involves coordinating onboarding, events, vendor relations, and facilities, while delivering exceptional service to employees and visitors.

You will collaborate with HR, IT, and other teams to ensure timely onboarding, engaging workplace experiences, and efficient administrative processes.

Qualifications

• Degree in Business Administration, Administrative Management, or a related field.
• 1-2 years of experience in administrative support, office coordination, facilities management, or a similar role.
• Strong organizational, planning, and time-management skills.
• Excellent attention to detail and the ability to manage multiple tasks and priorities.
• Strong customer service and interpersonal communication skills.
• Experience coordinating vendors, service providers, office logistics, or administrative processes.
• Proactive problem-solving skills and ability to work collaboratively with different teams.
• Basic to intermediate proficiency in Microsoft Excel or Google Sheets, email, calendar management, and workplace communication tools.
• Ability to handle confidential information responsibly.
• English proficiency at the B1-B2 level.

Responsibilities

• Provide administrative support to the People & Engagement team, including calendar management, meeting coordination, correspondence, documentation, and task follow-up.
• Coordinate meetings, prepare materials, support internal communications, and assist with administrative projects.
• Maintain accurate and organized records related to office administration, onboarding, events, vendors, and expenses.
• Support additional administrative activities and projects assigned by People & Engagement or site leadership.
• Welcome new hires and coordinate first-day logistics to ensure a smooth onboarding experience.
• Prepare workspaces, coordinate office access, organize welcome materials, and support office orientation.
• Collaborate with HR, Talent Acquisition, IT, Training, and hiring managers to ensure onboarding activities are completed on time.
• Support initiatives that promote employee engagement, workplace connection, and a positive company culture.
• Assist in planning and coordinating company events, employee celebrations, team gatherings, wellness activities, trainings, and internal meetings.
• Support employee recognition programs, including logistics, communications, materials, and tracking.
• Coordinate with internal teams and external vendors to ensure activities are delivered on time and within budget.
• Contribute ideas to strengthen employee engagement and workplace culture.
• Coordinate with vendors, service providers, building administration, maintenance teams, and suppliers.
• Support vendor onboarding, service scheduling, invoice tracking, and issue resolution.
• Monitor service quality and elevate facilities, maintenance or vendor-related concerns when necessary.
• Maintain professional communication and accurate documentation of vendor interactions.
• Collaborate with Finance, Operations, and People teams on vendor-related administrative processes.
• Provide professional and responsive support to employees, visitors, candidates, vendors, and guests.
• Serve as a welcoming representative of the office and company culture.
• Respond to office-related inquiries and communicate relevant updates, reminders, and announcements.
• Handle confidential information with discretion and professionalism.

Skills

Organizational skills

Time-management

Customer service

Interpersonal communication

English (B1-B2)

Problem-solving

Team collaboration

Education

Bachelor's degree in Business Administration or related field

Administrative Management degree (preferred)

Tools

Microsoft Excel

Google Sheets

Job description

We are looking for an organized, proactive, and service-oriented Office Coordinator to support our People & Engagement team and ensure the smooth day-to-day operation of our office.

In this role, you will contribute to a positive employee experience by coordinating administrative activities, supporting onboarding processes, organizing internal events, managing vendor relationships, and assisting with office facilities and workplace initiatives.

The ideal candidate is detail-oriented, communicates effectively, and enjoys creating an organized, welcoming, and efficient workplace. This person will collaborate with multiple internal teams and external service providers to ensure administrative processes run smoothly and employees receive timely support.

Key Responsibilities

Administrative Support

• Provide administrative support to the People & Engagement team, including calendar management, meeting coordination, correspondence, documentation, and task follow-up.
• Coordinate meetings, prepare materials, support internal communications, and assist with administrative projects.
• Maintain accurate and organized records related to office administration, onboarding, events, vendors, and expenses.
• Support additional administrative activities and projects assigned by People & Engagement or site leadership.

Onboarding & Employee Experience

• Welcome new hires and coordinate first-day logistics to ensure a smooth and positive onboarding experience.
• Prepare workspaces, coordinate office access, organize welcome materials, and support office orientation.
• Collaborate with HR, Talent Acquisition, IT, Training, and hiring managers to ensure onboarding activities are completed on time.
• Support initiatives that promote employee engagement, workplace connection, and a positive company culture.

Events, Engagement & Recognition

• Assist in planning and coordinating company events, employee celebrations, team gatherings, wellness activities, trainings, and internal meetings.
• Support employee recognition programs, including logistics, communications, materials, and tracking.
• Coordinate with internal teams and external vendors to ensure activities are delivered on time and within budget.
• Contribute ideas to strengthen employee engagement and workplace culture.

Vendor & Facilities Coordination

• Coordinate with vendors, service providers, building administration, maintenance teams, and suppliers.
• Support vendor onboarding, service scheduling, invoice tracking, and issue resolution.
• Monitor service quality and elevate facilities, maintenance or vendor-related concerns when necessary.
• Maintain professional communication and accurate documentation of vendor interactions.
• Collaborate with Finance, Operations, and People teams on vendor-related administrative processes.

Customer Service & Communication

• Provide professional and responsive support to employees, visitors, candidates, vendors, and guests.
• Serve as a welcoming representative of the office and company culture.
• Respond to office-related inquiries and communicate relevant updates, reminders, and announcements.
• Handle confidential information with discretion and professionalism.

• Degree in Business Administration, Administrative Management, or a related field.
• 1-2 years of experience in administrative support, office coordination, facilities management, or a similar role.
• Strong organizational, planning, and time-management skills.
• Excellent attention to detail and the ability to manage multiple tasks and priorities.
• Strong customer service and interpersonal communication skills.
• Experience coordinating vendors, service providers, office logistics, or administrative processes.
• Proactive problem-solving skills and the ability to work collaboratively with different teams.
• Basic to intermediate proficiency in Microsoft Excel or Google Sheets, email, calendar management, and workplace communication tools.
• Ability to handle confidential information responsibly.
• English proficiency at the B1-B2 level.

Nice to Have

• Experience supporting employee onboarding, engagement initiatives, or corporate events.
• Basic knowledge of purchasing, invoicing, accounting processes, or ERP systems.
• Familiarity with Occupational Health and Safety (SST) procedures.
• Experience coordinating office facilities, maintenance, or workplace services.

Flexible PTO

Tenure Bonus

Visual Bonus

Referral Bonus

Birthday PTO

Prepaid Medical Insurance

Monthly allowance for snacks

Wellness Initiatives

Breakfast and lunch once per week

Pet friendly offices

Free on-site parking

Career Development

English Language Sessions

Partnerships & Discounts