Office Support Specialist

The
Office Support Specialist
plays a key role in ensuring the smooth operation of our office in Medellín, Colombia.

This position involves administrative tasks, logistical coordination, procurement support, and the efficient maintenance of daily office operations.

We are looking for a
proactive, organized, and detail-oriented
professional with excellent communication skills, a strong service-oriented attitude, and the ability to handle diverse responsibilities independently and efficiently.

Requirements

• Bachelor's degree in
  Business Administration, Human Resources,
  or related fields.
• Minimum
  3 years of experience
  in similar positions.
• Excellent communication skills and the ability to manage relationships with both
  suppliers and internal clients
  .
• Strong service attitude and a problem-solving mindset.
• Solid numerical and analytical skills.
• Advanced proficiency in
  Excel and Microsoft Office tools
  .
• Fluent in English (
  B2 level or above
  ).
• Must reside in
  Medellín, Colombia
  .

Preferred Qualifications

• Experience collaborating with departments such as
  Branding, IT, Procurement, or Human Resources
  .
• Understanding of
  logistics and operational processes
  .
• Familiarity with
  office management and productivity tools
  such as
  SAP, Zoho, Microsoft Teams Planner, SharePoint, and Google Workspace
  .

Key Skills

• Strong
  time management and organizational abilities
  , including the use of professional planning tools.
• High attention to detail and the ability to set and manage priorities effectively.
• A
  proactive, self-motivated, and results-driven
  approach to work.

Responsibilities

• Support
  inventory management, procurement processes, quotations, and event logistics
  .
• Manage
  payments to third parties and suppliers
  .
• Supervise the office's operational needs, including rent, supplies, maintenance, and general provisions.
• Coordinate and oversee
  repairs, improvements, or refurbishments
  in office facilities.
• Prepare and deliver
  onboarding materials
  (equipment, peripherals, access cards, and welcome packs) for new hires.
• Propose
  process improvements
  in collaboration with the immediate supervisor.
• Create and maintain
  detailed reports
  to track operations and completed activities.
• Research, evaluate, and negotiate with suppliers to ensure
  high-quality and cost-effective services
  .
• Coordinate
  corporate event logistics
  , including venue selection, schedules, and vendor management.
• Ensure compliance with
  safety, security, and operational standards
  within the office.
• Monitor
  office supplies
  to prevent operational disruptions.
• Support
  travel and accommodation arrangements
  for employees when needed.
• Act as a
  liaison between employees and service providers
  for operational matters.
• Maintain up-to-date
  vendor contracts and expense records
  .

IT Responsibilities

• Support new employees in
  preparing laptops (MacOS/Windows)
  according to IT department guidelines.
• Ensure proper
  delivery and return
  of IT equipment.
• Coordinate with suppliers to guarantee
  equipment availability in the warehouse
  .
• Manage and maintain the
  IT equipment inventory
  .

Branding Responsibilities

• Support
  Branding-related supplier management
  .
• Ensure
  stock availability
  for the
  Sombra Shop
  .
• Assist in the
  organization and execution of external events
  .
• Create and maintain a
  repository of external suppliers
  to manage purchases and compare costs.
• Attend
  weekly Branding meetings
  to stay aligned with Colombia's local needs and global guidelines.

What We Offer

Well-being

• Colombian labor contract
  with full legal benefits.
• USD 300 bonus
  for marriage or birth events.
• Annual USD 250 bonus
  for sports activities, pet or life insurance.
• Cultural exchange opportunities
  to visit and work from our offices abroad.
• Hybrid work model (2x3)
  , except during on-site events or company activities.

Professional Growth

• Sombra University:
  access to training sessions, lectures, and development programs.
• Sombra Around Tech:
  participate in internal communities across Front-end, Back-end, QA, DevOps, and Business Analysis.
• Mentorship Program
  available upon request.
• Access to
  Udemy online learning platform
  for continuous skill improvement.
• English classes and Speaking Club
  twice a week in small groups.

Additional Benefits

• Work equipment
  (laptop, monitor, and small devices compensation).
• Sombra Referral Program:
  recommend a candidate and receive a reward.
• Sombra Events:
  enjoy our traditional gatherings and celebrations, both on-site and online.