Office Administrator

Your Role

As an Office Administrator for Gensler Bogotá, you will serve as a primary liaison on daily office operations, such as handling meeting requests, express deliveries, office maintenance, vendor management, and other administrative support. Additionally, you will be responsible for front desk and receptionist duties, including greeting and assisting visitors, managing incoming calls, and coordinating office access. The coordinator must be able to communicate promptly and effectively, successfully manage events from start to finish, juggle competing demands, and respond to requests in a positive and creative manner.

What You Will Do

• Work with the local team to oversee all aspects of internal and external events, including coordination and set-up.
• Manage all meeting logistics, functions, and requirements including food and beverage set-up, food orders, pin-up boards and posters, breakdown, and clean-up coordination.
• Act as the point of contact for office facility vendors to ensure consistent standards of office maintenance and supplies.
• Order and maintain stock in pantries throughout the office.
• Monitor and manage office inventories, including incoming and outgoing mail/parcels, express delivery, pantry supplies, and stationeries.
• Maintain operations and performed routine maintenance of office equipment and appliances, setting up repairs when needed.
• Ensure all office spaces are organized, sanitized, and client-ready.
• Greet and assist visitors, ensuring a positive first impression of the office.
• Manage incoming calls, direct them to the appropriate parties, and handle general inquiries.
• Coordinate office access for employees and visitors, including managing key cards and security protocols.
• Assist with other office duties as requested.

Your Qualifications

• 3+5 years of previous experience in a similar role, such as office/facilities coordination, administrative support, or front desk/receptionist duties.
• Fully bilingual English/Spanish, well written with excellent verbal communication skills. (C1 Level)
• Proficiency in Microsoft Office (SharePoint, Word, Excel, and PowerPoint) is highly preferred. 
• Excellent written and verbal communication skills to create effective marketing collateral.
• Self-motivated with intra-personal skills, and a great team-player.
• Strong organizational skills to coordinate and manage multiple projects and deadlines in a fast-paced environment.
• Professional attitude and work ethic.