Administrative Assistant

About the role

We are looking for an Administrative Assistant to join our TradeQuo LATAM Operations team in Medellín. The professional will keep the X‑House office running smoothly day‑to‑day, covering reception, office administration, billing documentation, inventory and purchasing, onboarding logistics, facilities, and event support.

Key responsibilities

• Manage X‑House reception, welcome visitors, clients, candidates and suppliers, maintain visitor records and follow security protocols.
• Receive and distribute correspondence, packages and act as the first point of contact for general office inquiries.
• Collect, review and follow up on invoices and payment requests, coordinate internal approvals and ensure timely submission.
• Organise administrative records such as payment vouchers, receipts, travel expenses and corporate tax documents.
• Maintain daily inventory matrices for cleaning, cafeteria, stationery, merchandise and welcome kits, preventing stock shortages.
• Request and compare supplier quotations and coordinate daily office purchases.
• Support onboarding logistics, ensuring new team members have workspace, ID and corporate materials ready on day one.
• Coordinate team vacation and time‑off requests and assist with basic administrative and HR questions.
• Monitor office condition, report infrastructure or maintenance issues and keep common areas presentable.
• Support internal and external events, handling supply purchases, guest reception, badges, welcome materials and logistics checklists.

Required profile

• Previous experience in administrative assistance, office administration, reception or operations support.
• Hands‑on experience handling invoices, receipts or payment‑related documentation.
• Strong organisational, time‑management and multitasking abilities with excellent attention to detail.
• Strong verbal and written communication, customer service and interpersonal skills.
• Proactive attitude with the ability to anticipate operational needs.
• Ability to work effectively across departments and stakeholders.
• Availability to work fully on‑site in Medellín.
• Intermediate or advanced English is a strong advantage.
• Experience with HR/onboarding support, purchasing, inventory, corporate events or in fintech, financial services or multinational companies is a plus.

Required skills

• Microsoft Excel
• Google Sheets

What we offer

• Modern X‑House office in Medellín.
• Monday‑Friday working hours.
• Monthly compensation (negotiable).
• Proactive and friendly international team.
• Exposure to administrative operations, HR support, purchasing, events and office management within a global organisation.