Office & Operations Coordinator
HybridCaracas, Distrito Federal, Venezuela
Caracas, Distrito Federal, VenezuelaHybridFull TimeAssociates DegreeSmall
Full TimeAssociates DegreeSmall
Job Summary
Oversee daily Caracas office operations by ensuring facilities are functional, coordinating cleaning and maintenance, and managing recurring service payments and invoices. Track office expenses, reimbursements, and petty cash while organizing contracts, permits, and legal renewals with external providers. Coordinate corporate travel logistics for leadership and assist the CEO and President with administrative requests. Create and maintain checklists, trackers, and workflows in ClickUp to improve visibility across administrative processes. Manage vendor relationships and ensure all deadlines are met.
Required Qualifications
- 2+ years of experience in office administration, operations, executive support, virtual assistance, or a related role
- Availability to work on-site in Caracas at least twice per week
- High attention to detail and ability to identify missing information, risks, or upcoming deadlines
- Experience managing several recurring responsibilities and requests simultaneously
- Ability to review and track invoices, payments, reimbursements, expenses, and basic financial information
- Strong written and verbal communication skills
- Ability to work independently and take ownership of responsibilities from beginning to completion
- Professionalism and discretion when handling confidential company or leadership information
- Proficiency with Google Workspace and project management platforms
- Experience working with accountants, lawyers, government procedures, vendors, or external administrative providers
Desired Qualifications
- Experience coordinating corporate travel, per diems, and expense reimbursements
- Familiarity with ClickUp or similar project management tools
- Experience creating operational procedures, checklists, trackers, or recurring workflows
- Comfort working with numerical information and maintaining expense records
- Intermediate or advanced English proficiency (B2-C1)
- Experience working in a fast-paced agency, startup, or remote-first environment
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