Office Support Specialist

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 (2×3), 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.