Office Manager Bogotá

Telepatia; Bogotá; On-site; COP 60,000,000 - 90,000,000; Full time

Job summary

Telepatia is seeking an Office Operations Lead for its Bogotá office. You will own day-to-day facilities, vendor management, hiring logistics, and team events to keep the office smooth and welcoming for a fast-growing team.

You will coordinate laptops, access cards, onboarding kits, and office services while supporting a young local team and representing Telepatia in the office. Fluency in Spanish and working English preferred.

Qualifications

• 3+ years running an office, facilities or administrative operations on your own.
• Ability to make calls and be the reference for a young team.
• Strong follow-through with written trails of requests.
• Calm when something breaks early in the morning and you inform the team clearly.
• Organized with Google Workspace, Slack and spreadsheets.

Responsibilities

• Keep the office running day to day: cleaning, pantry, supplies, internet, access control, parking.
• Own the office vendors: quotes, compare, negotiate, schedule work, follow up until done.
• Run the weekly rhythm: who is in the office, visitors, meeting rooms and team lunches.
• Announce anything that affects the team (maintenance, outages, deliveries) in Slack with date, time and what to do.
• Prepare access cards, desks, onboarding kits and equipment for new hires before start dates.
• Coordinate laptops and phones with suppliers and keep equipment records current.
• When someone leaves, collect laptop and access card and update records the same day.
• Organize on-site talks, team lunches, after-work activities and visits from the rest of the company.
• Handle logistics for conferences and events: registrations, badges, shipping materials and a day-of checklist.
• Keep asset inventory with an owner for each item; prepare payment requests with quote, invoice and approver.

Skills

Office management

Fluent Spanish

Working English

Vendor negotiation

Tools

Google Workspace

Slack

Spreadsheets

Job description

Why Telepatia

The world's most scarce resource isn't time — it's medical attention. Doctors spend 40–70% of their day typing instead of caring for patients. At Telepatia, we're changing that.

We build real-time AI products for healthcare — medical transcription, clinical record generation, and EMR integrations across Brazil and Colombia. Our flagship, AI Doctor, is part of a suite of four AI Healthcare Employees built by doctors, for doctors.

The role

You will run the Bogotá office so that the team never has to think about it. Much of the company works outside Colombia, so in Bogotá you are the person in charge: you solve day-to-day matters on your own, you represent Telepatia in the office and you know when a decision needs to go up.

The Bogotá team is young. Part of your job is to support them: how the office works, who to ask, what to do when something goes wrong.

What You'll Do

Office operations

• Keep the office running day to day: cleaning, pantry, supplies, internet, access control, parking and building rules.
• Own the office vendors: get quotes, compare, negotiate, schedule the work and follow up until it is done.
• Run the weekly rhythm: who is in the office, visitors, meeting rooms and team lunches.
• Announce anything that affects the team (maintenance, outages, deliveries) in a short Slack message, with date, time and what to do.

New hires and exits

• When People tells you someone is joining, have the access card, desk, onboarding kit and equipment ready before the start date.
• Receive new hires on day one, hand over equipment and walk them through the office.
• Coordinate laptops and phones with suppliers until delivery, and keep the equipment records current.
• When someone leaves, collect the laptop and the access card, and update the records the same day.

Events and culture

• Organize on-site talks, team lunches, after-work activities and visits from the rest of the company.
• Handle logistics for conferences and events: registrations, badges, shipping materials and a day‑of checklist.
• Keep the office feeling like Telepatia: welcome kits, team photos, small celebrations.

Admin and control

• Keep an asset inventory (laptops, phones, monitors, furniture) with an owner for each item.
• Prepare payment requests with quote, invoice and approver attached, so finance can pay without chasing you.
• Support People with documents and evidence when needed: signed policies, ISO audit, asset records, access logs.

What You Have

• 3+ years running an office, facilities or administrative operations on your own, ideally in a startup or a company that grew fast.
• Maturity to make calls without someone next to you, and to be the reference for a young team.
• Strong follow-through: you close every request and leave a written trail.
• Comfortable negotiating with vendors and comparing quotes.
• Calm when something breaks at 8 a.m. (door, internet, water) and clear when you tell the team what is happening.
• Organized with Google Workspace, Slack and spreadsheets.
• Fluent Spanish and working English. Portuguese is a plus.
• You live in Bogotá. This role does not include relocation.

How you work

Proactive, detail-oriented, direct. You fix the small things before anyone notices them, and you treat every person on the team as a client.