Office Administrator / Coordinator

Are you looking to join an organization that is growing and dynamic? What about a high-energy, collaborative environment that rewards hard work?

J.S. Held is a global consulting firm that combines technical, scientific, financial, and strategic expertise to advise clients seeking to realize value and mitigate risk. Our professionals serve as trusted advisors to organizations facing high stakes matters demanding urgent attention, staunch integrity, proven experience, clear-cut analysis, and an understanding of both tangible and intangible assets. The firm provides a comprehensive suite of services, products, and data that enable clients to navigate complex, contentious, and often catastrophic situations.

We are seeking an Office Coordinator to join our Colombia Team and support our Medellin and Bogota offices.  This is a unique opportunity for an entrepreneurial, highly driven person with a well-rounded skill set to join the J.S. Held Colombia team, whose responsibilities extend beyond those of traditional Administrative Assistants. The ideal person for this role will need to not only have a strong grasp of the administration of the office (supplies and vendors’ management, invoicing support, document management etc.) but also be flexible and a strategic thinker able to take on a variety of tasks. 

Job Responsibilities 

• Administration of the Office  

Includes but not limited to – mail distribution, office supplies, vendor management, marketing prints, client and employee visits/access, IT inventory, etc. 

• Support in Invoicing and Administration of Contracts 

Includes but not limited to – follow-up of A/R, time-keeping processes, coordination with all relevant parties for preparation of client documents (RFI, admin certificates, etc.), assist Project related Teams with collections of Client payments, payments for all office related functions (Electric, internet, cleaning services, cell phones, office supplies, etc.), understands Colombia basic fiscal information and processes. 

• Support in Expenses Reports and Travel Management 

Includes but not limited to – assist AP Manager in implementing credit card and Travel & Expense Policies, managing “Puntos Colombia” (Bancolombia credit card loyalty points), detailed coordination of all aspects of JSH executive visits, main POC for travel support to visitors and other employees. 

• Document Control 

Includes but not limited to – upload documents, support in Excel, Word files, OCR documents, preparations of annexes, etc., support in reviewing documents to project employees: review of invoices, timesheets, etc., support in preparing presentations for clients, processing and filing of business documents, Operational support for HSE requirements, coordinating and record keeping of mandatory medical exams, etc. 

• Liaison with JSH offices

Bogota office, regional offices (Chile, Mexico, etc.), and international offices. These may include a few activities that can be performed accordingly. 

• Assistance to employees 

Includes but not limited to – new hires on-boarding, remote-based employees, etc., set-up welcome meetings with new staff members, add to relevant office groups, guiding employees to existing internal policies, guidelines, benefits, departments, training, compliance, JSH Intranet, where/who to contact, etc. 

• Facilities  

Include but not limited to - Local plan control of maintenance of facilities (Air conditioners, door access, facilities repairs and maintenance), local support with property management, control and maintenance of the emergency system of the office.  

• Health & Safety 

Includes but not limited to – work with HR to communicate with all Colombia employees, possible travel to Medellin, 1 week per month to support Health & Safety Initiatives. 

• Assist with Phones for the Corporate Support Operator and Corporate Support Email Monitoring 

Includes but not limited to – supporting the entire company for various asks (project set-up, direct to internal departments, Helpdesk support tasks, etc.), collaborate with the Corporate Support team. 

Required Qualifications 

• College Degree preferred. 

• 5+ years’ experience in office administration or other related fields. 

• Microsoft Office required. Must be Excel proficient with the ability to embrace new technology. 

• Being bilingual is a must, Spanish/English (excellent English-speaking skills a must). 

• In-Office Position - Monday through Friday, 8:30 am – 5:30 pm. 

• Proper knowledge of hiring regulations and new hire compliance. 

• Sense of Urgency. 

• Confidentiality with Business and Employee information. 

• Willingness to Learn. 

• Critical Thinking skills. 

• Ability to prioritize and multitask. 

• Excellent written and verbal communication skills. 

• Strong attention to detail. 

• Follow through until completion of all tasks. 

• Strong organizational skills. 

• Demonstrable job stability. 

We welcome applications from individuals with disabilities.  If you are an individual with a disability and would like to request a reasonable adjustment in relation to any of the above, please email [email protected] and include “Applicant Adjustment” within the subject line with your request and contact information. 

Some of the Benefits We Have Include

J.S. Held understands all of our employees are people and sometimes life needs flexibility. We work to always provide an environment that best supports and suits our team’s needs.

• Our flexible work environment allows employees to work remotely when needed

• Generous Annual Leave Policy

• Comprehensive Medical Insurance

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

By submitting your application, you acknowledge that you have read the J.S. Held Online Privacy Notice and hereby freely and unambiguously give informed consent to the collection, processing, use, and storage of your personal information as required and described therein.

Please explore what we’re all about at www.jsheld.com.

EEO and Job Accommodations

We embrace diversity and our commitment to building a team and environment that fosters professional and personal enrichment is unwavering. We are greater when we are equal!

J.S. Held is an equal opportunity employer that is committed to hiring a diverse workforce. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.

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