Office Manager AMER
CloudPay
Operations
Costa Rica
Posted on Mar 12, 2025
| Office Manager AMER | |
| VN3641 | |
| Full Time | |
| San Jose | |
| Costa Rica | |
| CloudPay is looking for a proactive and dependable Office Manager AMER to ensure the smooth operation of our office in Costa Rica while also supporting projects and office management in Raleigh, USA. Facilities experience is essential and the ideal candidate will have strong expertise in Health and Safety (H&S) and excellent customer service skills, ensuring a high standard of support across the offices. The ideal candidate will manage and lead administrative tasks, office resources, vendor relationships, and support employees to maintain a productive and efficient work environment. This role requires excellent multitasking skills, attention to detail, and the ability to anticipate the needs of a fast-paced office. This role requires presence in the office 4 days per week | |
| Daily Duties and Main Responsibilities: Office Operations & Administration: • Oversee all office operations across AMER Offices to ensure efficiency and organization. • Order supplies, and manage expenses, to ensure smooth day-to-day operations • Serve as the primary point of contact for landlords, office visitors, vendors and service providers to ensure delivery service as per the Service Level Agreement • Financial management and support include raising POs, dealing with invoices, and searching for the best value for money. Employee & Team Support: • Plan and coordinate office events, including team-building activities, company-wide events and engagement gatherings. • Ensure excellent customer service by seeking people’s feedback and acting on best practices. • Support HR with administrative tasks and assist in onboarding new employees by coordinating workspace setup, IT, and supplies. • Serve as a liaison between employees and management for office-related concerns Communication & Coordination: • Cover all office administration tasks including mail, deliveries and distribution of relevant items, maintaining stock levels. • Handle incoming calls, emails, and correspondence in a professional manner. • Global collaboration with other Facilities Managers to exchange best practices and support. • Assist with the annual renewal of business permits and office rentals for AMER Offices • Support the Director of Property and Facilities, HR, and Finance teams with any required tasks. Facilities & Compliance: • Ensure compliance with workplace safety, security, and company policies. • Work with IT and other departments to manage office infrastructure and technology needs. • Implement and uphold office policies and best practices for maintaining safe working practices that comply with all relevant legislation. • Assist with audit checks and the filing and archiving of confidential information. • Build and maintain strong relationships with the Facility Management company, acting as the key contact to report issues and ensure timely resolution. • Take on the role of Lead Fire Marshal, First Aider, and Health and Safety Officer. • Perform routine H&S checks, risk assessments, contractor inductions and assist with DSE workstation checks for new hires. • Manage office emergencies and support business continuity. • Ensure H&S policies and procedures are up to date and adhered to. • Support any projects across Costa Rica and the USA. | |
| Attributes and Experience Required: • Proven experience as an Office Manager with exceptional organisational skills and the ability to manage multiple tasks simultaneously. • Deep knowledge of Health and Safety requirements, practices, and guidelines is requiered • Excellent Communication skills, fluent in both Spanish and English • Exceptional level of proactivity and independence, with the ability to liaise with internal teams and external stakeholders (e.g., contractors, vendors, suppliers). • Proactive and organised with the ability to prioritise tasks effectively and work with minimal supervision. • Proficient computer skills, including MS Office, Internet tools, and ERP systems (preferred). • Strong problem-solving abilities, with a keen eye for identifying and addressing straightforward and complex issues. • A team player with the ability to work independently • Exceptional attention to detail. • Ability to provide clear, professional, and tactful feedback. • Confidence in representing the organisation to external contacts. • Experience working towards ISO 45001 certification is highly desirable. #LI-AC1 #LI-HYBRID | |
| Package and Benefits: • Competitive annual salary and benefits package • 15 vacation days plus public holidays • Birthday leave • Flexible Hybrid Working • Private Medical, Dental and Life Insurance • Personal and professional development opportunities • Friendly working environment CloudPay is committed to being an equal opportunities employer. |