Position: Administrative Assistant

Location: Medellín, Colombia (on-site)

Reporting to: Office Manager

Type: Full-time

About the Role:

We are looking for an Administrative Assistant to join our TradeQuo LATAM Operations team in Medellín. We're seeking an organized, proactive, and service-oriented professional to keep our X-House office running smoothly day to day. The role covers reception, office administration, billing documentation, inventory and purchasing, onboarding logistics, facilities, and event support.

The ideal candidate is detail-oriented, comfortable juggling multiple priorities, and able to create a professional and welcoming experience for employees, visitors, clients, and suppliers.

Key Responsibilities:

- Managing X-House reception: welcoming visitors, clients, candidates, and suppliers, maintaining visitor records, and following office access and security protocols.
- Receiving and distributing correspondence, packages, and deliveries, and acting as the first point of contact for general office inquiries.
- Collecting, reviewing, and following up on invoices and payment requests, coordinating internal approvals, and ensuring submission within established deadlines.
- Organizing administrative records, including payment vouchers, receipts, team fee documentation, travel expenses, and corporate/tax documents (RUTs, tax certificates).
- Maintaining daily inventory matrices in Excel or Google Sheets for cleaning, cafeteria, stationery, merchandise, and welcome kits, and preventing stock shortages.
- Requesting and comparing supplier quotations and coordinating daily office purchases.
- Supporting onboarding logistics, ensuring new team members have their workspace, ID, and corporate materials ready on day one,



and helping coordinate interview schedules when needed.
- Coordinating team vacation and time-off requests and serving as a support point for basic administrative and HR questions.
- Monitoring the condition of the office, reporting infrastructure, internet, or maintenance issues, and keeping common areas and meeting rooms presentable.
- Supporting internal and external events, including supply purchases, guest reception, badges, welcome materials, and logistics checklists.

Requirements:

- Previous experience in administrative assistance, office administration, reception, operations support, or a similar role.
- Hands-on experience handling invoices, receipts, or payment-related documentation.
- Good knowledge of Microsoft Excel or Google Sheets.
- Strong organizational, time-management, and multitasking skills with excellent attention to detail.
- Strong verbal and written communication, customer service, and interpersonal skills.
- Proactive attitude and the ability to anticipate operational needs.
- Ability to work effectively across departments and stakeholders.
- Availability to work fully on-site in Medellín.
- Intermediate or advanced English will be a strong advantage.
- Experience with HR/onboarding support, purchasing, inventory, corporate events, or in fintech, financial services, or multinational companies will be a big plus.

What We Offer:

- Modern office (X-House) in Medellín;
- Working hours: Monday – Friday;
- Monthly compensation: can be discussed;
- Proactive and friendly international team;
- Exposure to administrative operations, HR support, purchasing, events, and office management within a integral organization.

Please share your CV to our Talent Acquisition Specialist: https://www.linkedin.com/in/juanpmch05/

📌 Administrative Assistant (Medellín)
🏢 TradeQuo Global
📍 Medellín