Office Coordinator

At Neostella, our mission is simple: empower legal teams to work smarter, faster, and more reliably. We deliver advanced technology solutions and satellite team support that streamline operations, boost efficiency, and transform the way firms and corporate legal departments work day to day. We’re relentlessly customer-centric. Everything we do is in service of making our clients’ work easier and helping them deliver better experiences to their clients. We’re also a true team: supportive, scrappy, and always in it together. We believe in showing up for one another, rolling up our sleeves, and celebrating the wins. It’s who we are, and it’s how we help our customers succeed. Neostella is in hyper-growth mode, leveraging cutting-edge technology to solve real challenges for our clients. And we’re looking for driven, people-first professionals to help us scale with purpose and heart. As we continue to expand, we are seeking an Office Coordinator to join our team!

Why this role matters right now:
Neostella is growing rapidly—our teams are expanding, our footprint is increasing, and the pace of day-to-day operations is accelerating. As we scale, having a well-run, organized, and supportive office environment is critical to keeping our teams productive, engaged, and focused on delivering for our clients.

This role exists because we need a dependable, proactive Office Coordinator who can help ensure our office operations run smoothly while supporting our people and leaders behind the scenes. Your work will directly impact employee experience, operational efficiency, and the overall rhythm of the workplace.

What you’ll manage:
We’re looking for an Office Coordinator to help oversee daily office operations and administrative functions, ensuring everything—from supplies to systems to shared spaces—runs efficiently and consistently.

You’ll be the backbone of the office, coordinating vendors, managing inventory, supporting administrative staff, and maintaining a welcoming, organized environment. You’ll also partner closely with HR and leadership to support onboarding, employee engagement initiatives, and internal events. This role requires someone who thrives on organization, anticipates needs, and enjoys keeping things running smoothly in a dynamic, fast-paced environment.

What you bring:
We’re looking for a highly organized, service-oriented professional with strong attention to detail and a proactive mindset—someone who takes pride in creating structure, solving problems, and supporting others. Curious what your day would look like as an Office Coordinator? Check out the details below!

Key Responsibilities:

• Help oversee Colombia office operations, ensuring a smooth and efficient workflow
• Manage office supplies and inventory, ensuring adequate stock of necessary materials
• Coordinate office maintenance and repairs, liaising with vendors and service providers
• Oversee and coordinate periodic maintenance of office facilities and equipment, ensuring proper operation and timely preventive services
• Supervise administrative staff, providing guidance and support as needed
• Implement and maintain office procedures and systems for improved efficiency
• Lead the implementation and management of the SG-SST alongside an external consultant to ensure regulatory compliance and timely execution of required activities
• Assist with budgeting, expense tracking, and financial reporting
• Plan and coordinate office events, meetings, and training sessions
• Serve as the point of contact for internal and external communications
• Maintain a clean and organized office space, promoting a positive work atmosphere
• Support HR functions, including onboarding and employee engagement initiatives
• Perform other administrative tasks and special projects as assigned

Requirements:
• Proven experience as an office manager, administrative officer, or similar role
• Strong knowledge of office management procedures and best practices
• Excellent organizational and time management skills
• Effective communication and interpersonal abilities
• Proficiency in MS Office Suite and office equipment
• Ability to handle multiple tasks and prioritize effectively
• Problem-solving skills and a proactive approach to challenges
• Experience with budgeting or financial management is a plus
• Strong leadership qualities and capability to manage a team
• Flexibility and adaptability to changing office dynamics
• A positive attitude and a commitment to fostering a collaborative work environment

Benefits:
You will have Undefined Contract, a fast and deep growing career path, pre-paid health insurance coverage with Sura for you and one additional member of your family, flex time, flexibility to work from home or in the office, yearly ophthalmological health bonus, and the opportunity to improve your English skills by working side-by-side with international teams and projects, apart from fully personalized English classes, and more!

*All resumes and application answers must be in English