Office & Administration Manager

We are seeking an experienced and highly structured

Office & Administration Manager

to lead our office operations with full ownership over administrative governance.

This is a senior, high-visibility role within the organization. You will not only ensure the seamless functioning of the office but also implement financial discipline, vendor governance, budget control, and process optimization across administrative activities.

You will act as the operational backbone of the company and a trusted partner to Leadership, HR, and Finance, ensuring that internal processes are structured, compliant, and scalable. If you are a hands-on leader with strong financial acumen and a fiduciary mindset, this role offers both impact and autonomy.

Your Strategic Impact

As Office & Administration Manager, you will: Lead and professionalize office and administrative operations Ensure compliance, documentation accuracy, and audit readiness Drive cost optimization and operational efficiency Serve as a key coordination point between Leadership, HR, and Finance Contribute to scaling internal infrastructure as the company grows

Key Responsibilities

Office Operations & Facilities Leadership Oversee all office operations and facilities management Lead vendor selection, contract negotiation, and performance management Manage service agreements, renewals, and compliance documentation Ensure workplace health, safety, and regulatory compliance Develop scalable office procedures and service standards

Financial Oversight & Budget Ownership Prepare, manage, and monitor the annual office budget Track expenses against budget and report variances to leadership Oversee purchase approval workflows and cost allocation accuracy Review and validate invoices prior to Finance processing Coordinate monthly closing activities related to operational expenses Identify cost-saving opportunities and financial risk areas Ensure financial transparency and reporting reliability

Governance, Compliance & Internal Controls Implement and maintain structured administrative processes Ensure proper documentation of contracts, invoices, and approvals Strengthen internal control procedures for office-related spending Maintain organized and compliant records aligned with company standards

Cross-Functional & Leadership Support Act as a trusted partner to HR and Finance teams Oversee onboarding infrastructure and workplace logistics Manage corporate travel and event budgets with financial oversight Provide structured operational reporting to leadership Support strategic office planning and workspace optimization

What We’re Looking For 5+ years of experience in Office Management, Administration, or Operational Finance roles Proven experience managing budgets and expense control Strong financial acumen and analytical skills Experience implementing internal processes and governance frameworks Contract and vendor negotiation experience High level of discretion and professional integrity Excellent organizational and leadership capabilities Advanced Excel skills; ERP/accounting system experience preferred Professional English (C1 preferred); Spanish is a plus

Why Join Us? Senior, high-impact role with autonomy and ownership Direct exposure to leadership and strategic decision-making Opportunity to build structure and scale processes International and collaborative environment Long-term stability and professional growth