Office & Operations Coordinator

• Contract Type: Full-time
• Work Schedule: 40 hours per week
• Location: Caracas, Venezuela
• Modality: Hybrid
• On-site Requirement: Availability to open, close, and oversee the office at least twice per week

• Office Operations & Facilities: Ensure the Caracas office remains functional, organized, properly supplied, and ready for use. Coordinate office access, cleaning, maintenance, repairs, supplies, and relationships with vendors and building administration
• Recurring Services & Payments: Manage office-related payments such as internet, utilities, waste collection, maintenance, and other recurring services. Review invoices, payment details, supporting documents, and deadlines
• Administrative & Legal Coordination: Organize and follow up on contracts, permits, corporate documents, renewals, signatures, tax requirements, and other administrative or legal matters with external providers
• Expense & Financial Tracking: Maintain accurate records of office expenses, recurring payments, reimbursements, petty cash, and pending financial commitments
• Corporate Travel & Logistics: Coordinate business travel for company leadership, including flights, accommodations, transportation, reimbursements, etc
• Leadership Operations Support: Assist the CEO and President with specific business-related administrative, logistical, and operational requests while maintaining discretion, organization, and clear boundaries around the role’s scope
• Project & Task Coordination: Create, organize, and track recurring responsibilities and assigned projects in ClickUp. Follow up on owners, deadlines, documentation, dependencies, and pending actions
• Cross-Functional Operations Support: Provide structured support to Operations and other company leaders with clearly defined administrative, payment-related, or project-based requests when needed
• Process Improvement & Documentation: Create checklists, trackers, procedures, and recurring workflows that reduce last-minute issues and improve visibility across office and administrative operations

• 2+ years of experience in office administration, operations, executive support, virtual assistance, or a related role
• Availability to work on-site in Caracas at least twice per week
• High attention to detail and ability to identify missing information, risks, or upcoming deadlines
• Experience managing several recurring responsibilities and requests simultaneously
• Ability to review and track invoices, payments, reimbursements, expenses, and basic financial information
• Strong written and verbal communication skills
• Ability to work independently and take ownership of responsibilities from beginning to completion
• Professionalism and discretion when handling confidential company or leadership information
• Proficiency with Google Workspace and project management platforms
• Experience working with accountants, lawyers, government procedures, vendors, or external administrative providers

• Experience coordinating corporate travel, per diems, and expense reimbursements
• Familiarity with ClickUp or similar project management tools
• Experience creating operational procedures, checklists, trackers, or recurring workflows
• Comfort working with numerical information and maintaining expense records
• Intermediate or advanced English proficiency (B2-C1)
• Experience working in a fast-paced agency, startup, or remote-first environment

• Annual bonus
• Flexible work hours, holidays, and paid time off
• Access to learning and development platforms
• Health insurance

About Condor
At Condor, we specialize in providing marketing services to tech companies, empowering them to navigate the digital space with innovative, data-driven strategies. We are committed to innovation, collaboration, and continuous growth, values that define both our work and team culture.
If you’re ready to elevate your career and thrive in an environment that values performance and collaboration, Condor is the place for you. Learn more about us at: https://condoragency.com/