Office Manager & Administrative​/Finance Coordinator

Puesto: Office Manager & Administrative / Finance Coordinator
We are looking for a highly organized and financially minded Office Manager to take full ownership of our office operations while overseeing administrative and financial coordination.
This role goes beyond traditional office management. You will be responsible not only for ensuring smooth day-to-day operations, but also for supporting budgeting, cost control, financial tracking, and administrative governance. You will act as the operational and administrative backbone of the company, ensuring structure, compliance, and financial discipline across office activities.
If you enjoy ownership, financial coordination, structured processes, and being at the center of office and administrative operations — this role is for you.

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Your Impact
As Office Manager & Administrative / Finance Coordinator, you will:
Ensure the office runs seamlessly, efficiently, and within budget
Oversee administrative and financial workflows related to office operations
Act as the central coordination point between Operations, HR, and Finance
Monitor and control office-related expenses
Support financial accuracy through invoice management and cost tracking
Bring structure, accountability, and process optimization to internal operations

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Key Responsibilities
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Office & Facilities Management
Oversee daily office operations and ensure operational continuity
Manage facilities, supplies, equipment, and service contracts
Coordinate and negotiate with external vendors (cleaning, maintenance, IT, utilities, catering, etc.)
Monitor vendor performance, SLAs, and contract renewals
Ensure compliance with safety, workplace, and regulatory requirements

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Administrative & Financial Coordination
Manage purchase requests and approval workflows
Track office expenses and monitor budget vs. actual spending
Process, review, and track invoices in coordination with Finance
Ensure accurate documentation and cost allocation
Support monthly closing activities related to office expenses
Maintain updated vendor database and payment schedules
Support contract management and administrative documentation
Assist with expense reporting and reconciliation processes
Prepare administrative and expense reports for management

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Budgeting & Cost Control
Prepare and monitor the annual office budget
Identify cost-saving opportunities and efficiency improvements
Analyze recurring expenses and propose optimization measures
Support financial planning related to office expansion or changes
Ensure financial discipline across office-related spending

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Operational & HR Support
Coordinate onboarding logistics (workspace setup, access, materials)
Organize travel arrangements, hotels, restaurants, and visitor logistics
Support payroll-related documentation (non-confidential coordination)
Coordinate internal events and company gatherings within budget
Maintain organized internal records and documentation systems

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Process & Governance Improvement
Improve administrative and financial workflows
Implement structure in approval and purchasing processes
Ensure documentation accuracy and audit readiness
Enhance operational transparency and reporting
Contribute to continuous improvement initiatives

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What We’re Looking For
~3–5 years of experience in Office Management, Administration, or Finance-related roles
~ Experience handling budgets, expense tracking, or invoice management
~ Strong financial and numerical acumen
~ Excellent organizational and prioritization skills
~ Ability to manage multiple operational and financial tasks simultaneously
~ High attention to detail and accuracy
~ Experience working with vendors and service contracts
~ Professional English (B2+);
Spanish is a plus
~ Strong command of MS Office (especially Excel) and digital collaboration tools
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Experience with ERP or accounting systems is a strong plus

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Why Join Us?
International and collaborative work environment
High level of ownership and autonomy
Direct exposure to Finance and HR operations
Opportunity to implement structure and improve processes
Stable, visible, and business-critical role
Real impact on operational and financial efficiency