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Office Coordinator

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About the Role

We are seeking a highly organized and detail-oriented Office Coordinator to join our team at Genius Medellin. As the first point of contact for our office, you will be responsible for ensuring a seamless and exceptional experience for our employees and visitors.

Main Responsibilities:

  • Front of House - You will be the face of our office, managing reception, administration, security, events, maintenance, mail, archiving, cleaning, catering, exhibitions/tradeshows, trash disposal, and recycling.
  • Office & Facilities Coordination – You will oversee our premises facilities and communicate with building managers and landlords. You will assist our Office Manager with refurbishments, maintenance, and workplace design elements to create a workspace that inspires creativity and innovation.
  • Security and Accessibility - You will be a champion for the protection of our staff, brand, and products. You will ensure that our office is always secure and compliant with data protection or other standards.
  • Onboarding – You will assist our Office Coordinator with the process of welcoming new starters from their hiring date up to the end of their training programme. You will work with the People Team to integrate new colleagues into the local office culture, organise events and inductions, and ensure all practical equipment is set up and paperwork is accessible for a smooth and enjoyable first few weeks.
  • Travel - You will manage company travel through Egencia travel management system, creating travel itineraries, securing reservations for transportation and lodging, and proactively recommending improvements. You will also provide analytics and travel reports to help us improve our travel programs.
  • Employee Engagement & Events - You will assist our Office Manager to ideate and successfully deliver end-to-end execution of company events. You will manage budgets, multiple production, and supplier relationships from concept through to delivery, delivering events from small celebratory lunches in the office to catering for investor or Board meetings, productive off-sites for teams, recruitment fairs, memorable team-building sessions, and world-class parties. You will also assist our Marketing & Internal Communications teams with brand content production, stirring internal and external engagement with the office and its geniuses.
  • Administration - You will own and deliver ad hoc requests or projects from Business Operations or other local teams.

Required Skills:

  • You have a strong customer service orientation and are passionate about creating exceptional experiences for customers and colleagues alike.
  • You have excellent verbal and written communication skills, and are comfortable communicating with colleagues, customers, and external partners.
  • You have a proven ability to manage multiple tasks with competing priorities and can adapt quickly to changing circumstances.
  • You have strong organisational skills and attention to detail and can ensure that all tasks are completed to a high standard.
  • You can work independently, as well as part of a team, and can collaborate effectively with colleagues from different functions and levels of seniority.
  • You are proficient in Microsoft Office and are comfortable using technology to improve your work.