Office Manager

Provana; Medellín; On-site; COP 33,480,000 - 46,872,000; Full time

Benefits offered by this job

Flexible PTO

Wellness Initiatives

Free on-site parking

Breakfast and lunch once per week

Career Development

English Language Sessions

Job summary

Provana in Medellín seeks an organized Office Coordinator to support our People & Engagement team and ensure smooth daily operations. You will handle calendar management, onboarding support, events, vendor relations, and facilities coordination to create a welcoming, efficient workplace.

You will collaborate with HR, IT, finance, and site leadership to keep processes running, while maintaining confidential information and a positive employee experience through proactive communication and

Qualifications

• Degree in Business Administration or related field.
• 4-5 years in administrative support or office coordination.
• Strong organizational, planning, and time-management skills.
• Excellent attention to detail and multitasking.
• Strong customer service and interpersonal communication skills.
• Experience coordinating vendors and office logistics.
• Proactive problem-solving and collaboration across teams.
• Basic to intermediate Excel or Google Sheets proficiency.
• Ability to handle confidential information.

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.
• 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.
• In charged of the christmas party.
• 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

Organization

Detail-oriented

Customer service

Proactive problem-solving

Vendor coordination

Office logistics

English (B1–B2)

Education

Bachelor's degree in Business Administration or related field

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

• 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.
• In charged of the christmas party.

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.
• 4-5 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