Administrative AssistantLocation: Medellín, Colombia

Work Model: On-site

Department: LATAM Operations

Employment Type: Full-time

Compensation: COP $2,800,000 per month – Consultant Model

About the RoleWe are looking for an organized, proactive, and service-oriented Administrative Assistant to join our LATAM Operations team in Medellín.

This position plays a key role in ensuring the smooth and efficient day-to-day operation of our X-House office. The Administrative Assistant will provide support across reception, office administration, billing documentation, inventory, purchasing, onboarding logistics, facilities, and events.

The adecuado candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities while providing a professional and welcoming experience to employees, visitors, clients, and suppliers.

Key ResponsibilitiesReception &

• Access Control

- Welcome and assist visitors, clients, candidates, suppliers, and other guests in a professional and friendly manner.
- Manage the physical reception of X-House and ensure a professional first impression.
- Follow and monitor established office access and security protocols.
- Receive, organize, and distribute correspondence, packages, and deliveries.
- Maintain accurate visitor records.
- Act as the first point of contact for general office inquiries and efficiently direct requests to the appropriate department.

Administrative & • Billing Support
- Receive, review, organize, and follow up on invoices and payment requests.
- Ensure invoices and supporting documentation are properly collected and submitted within established deadlines.
- Coordinate required internal approvals for payment requests.
- Maintain organized records of payment vouchers, receipts, invoices, and other administrative documentation.
- Collect and organize team fee receipts and supporting documents.
- Manage and organize travel-related documentation, including expense receipts, hotel invoices, and flight records.
- Support the collection and organization of corporate and tax-related documentation, including RUTs and tax certificates.
- Request and compare quotations for office equipment, services, and other administrative needs.
- Support administrative operations across the LATAM team as required.

Inventory, Purchasing & • Merchandising
- Create and maintain Excel or Google Sheets matrices for daily inventory control.
- Monitor cleaning, cafeteria, stationery, and other office supplies.
- Anticipate purchasing needs and proactively prevent stock shortages.
- Request, compare,



and follow up on supplier quotations.
- Coordinate daily office purchasing activities.
- Maintain accurate inventory records for corporate merchandise, welcome kits, and event materials.
- Monitor stock levels and coordinate the preparation and dispatch of merchandising according to office and event requirements.

HR & • Onboarding Support
- Support the administrative and logistical aspects of employee onboarding.
- Help coordinate interview schedules and other recruitment-related logistics when requested.
- Coordinate the preparation of physical identification and corporate materials for new team members.
- Ensure new employees have the necessary workspace and corporate elements ready for their first day.
- Coordinate and communicate team vacation and time-off requests to the Office Manager for approval.
- Serve as a support point for employees with questions related to internal billing processes and basic administrative or HR procedures.

Facilities & • Office Management
- Monitor the general condition of the X-House facilities.
- Immediately report infrastructure issues, internet failures, damage, or maintenance requirements to the Operations Coordinator.
- Help ensure common areas, meeting rooms, and workspaces remain clean, organized, and presentable.
- Follow up on administrative and maintenance requests when necessary.
- Support the Operations Coordinator and Office Manager with general office requirements.

Event & • Logistics Support
- Support the logistical preparation of internal and external events.
- Purchase and receive minor or last-minute supplies required for events.
- Coordinate the reception and organization of event materials.
- Welcome and confirm guests at reception during events.
- Distribute badges, welcome materials, and other event items.
- Work closely with the Events Coordinator, Operations Coordinator, and Office Manager to ensure administrative and logistical checklists are completed.

Requirements
- Previous professional experience in administrative assistance, office administration, reception, operations support, or a similar position.
- Strong organizational and time-management skills.
- Excellent attention to detail.




- Strong verbal and written communication skills.
- Excellent customer service and interpersonal skills.
- Proactive attitude and ability to anticipate operational needs.
- Ability to manage multiple tasks and priorities simultaneously.
- Good knowledge of Microsoft Excel or Google Sheets.
- Experience handling administrative documentation, invoices, receipts, or payment-related processes.
- Ability to work effectively with different departments and stakeholders.
- Availability to work fully on-site in Medellín.

Nice to Have
- Experience supporting HR or employee onboarding processes.
- Experience with office purchasing and supplier management.
- Experience managing inventory and office supplies.
- Experience supporting corporate or business events.
- Experience working in an international or fast-paced environment.
- Intermediate or advanced English.
- Experience in a technology, FinTech, financial services, or multinational company.

Key Competencies
- Organization & • Planning

- Attention to Detail
- Proactivity
- Customer Service
- Communication
- Problem Solving
- Time Management
- Accountability
- Teamwork
- Adaptability

Key Performance IndicatorsThe success of this position will be evaluated through the following areas:

Inventory Control

- Maintain uninterrupted availability of critical office supplies.
- Target: 0 preventable stockouts per month.

Billing & Administrative Processing

- Ensure invoices and payment documentation are processed and reported within established timelines.
- Target: 100% processed within 24–48 business hours after receipt.

Onboarding Logistics

- Ensure new employees have their workspace and required corporate materials ready on their first day.
- Target: 100% compliance with no logistical delays.

Reception & Access Control

- Maintain professional reception and compliance with established access procedures.
- Target: 0 documented incidents related to unattended visitors or access-control failures.

Compensation & Work Model
- Monthly Compensation: COP $2,800,000
- Consultant Model
- Full-time position
- On-site Medellín
- Monday to Friday

Why Join Us?This is an opportunity to become an integral part of the LATAM Operations team and contribute directly to the organization, efficiency, and professional environment of our Medellín office.

- You will work closely with multiple departments and gain exposure to administrative operations, HR support, purchasing, events, and office management within an international organization.

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