Operations Specialist Americas

We are hiring an Operations Specialist Americas to support and optimize day-to-day business operations across the region, ensuring processes run smoothly and efficiently. This role is all about collaboration, attention to detail, and being proactive. You'll be an important connection point for colleagues and stakeholders across the Americas, contributing directly to our success and growth.
Responsibilities

Office Operations Facilities Support Support daily administrative and facility needs across LATAM offices
Assist in the overall operations department activities
Manage local office needs, including organizing materials and coordinating vendor services
Support the receiving, organizing, and shipping of company computers, including tracking and collecting signed terms of responsibility
Assist in receiving visitors, supporting workspace needs, and ensuring proper office functioning
Manage virtual office-related payments (e.g., coworking subscriptions, utilities)
Vendor Invoicing Management
Process and follow up on Travel Agency invoices for LATAM USA
Ensure proper invoice flow, accounting approvals, and status updates
Search for new suppliers and assist in partnership discussions when needed
Maintain vendor database and help onboard new suppliers
Documentation Internal Files Archive and maintain documentation (physical and digital via Google Drive)
Ensure accuracy of shared documents, such as budget trackers, asset lists, and office databases
Assist in correspondence management: scanning, receiving, sending, and storing physical and electronic communications
Keep files organized and labeled according to internal standards
Reporting Administrative Support
Create reports, forms, spreadsheets, and slide decks when required
Support preparation of sync presentations, data summaries, and visual reports
Maintain trackers for asset management, budgets, and office-related tasks
Project Event Support
Assist in planning and execution of internal events (e.g., Summits, visits from top management)
Support procurement and setup related to such events
Assist with logistics and travel-related tasks during key operations projects
Cross-Regional Collaboration
Step in during team absences to support document uploads, invoice submissions, or urgent tasks
Communicate regularly with Brazil, Peru, Colombia, and the USA-based teams
Share updates, progress, and blockers with regional leads and country managers

Requirements

Fluent in both Spanish and English (written and spoken)
High attention to detail – Ensures accuracy in payments, documentation, and reporting
Strong ownership – Follows through on responsibilities independently and reliably
Process-oriented – Comfortable working with SOPs and actively contributes to improving workflows
Collaborative communicator – Shares updates, task progress, and handovers clearly with all stakeholders
Proactive – Anticipates potential blockers and takes initiative to resolve issues early.
Creative approach to problem solving – Offers innovative solutions and adapts quickly to operational challenges
Advanced Excel and PowerPoint skills – Capable of building dashboards, trackers, and executive-level presentations with a clear, visual structure

We offer

Competitive compensation package including comprehensive medical and dental insurance coverage
Meal allowance
Life insurance
Enjoy a collaborative and supportive work environment where new ideas and perspectives are encouraged and valued
Have the opportunity to make a significant impact on the company and the industry as a whole
Partially or fully paid additional training courses, including English classes, and regular external and internal training

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