Administrative Executive

We are a multinational company that works in the telecommunications sector or BPO focused on customer service currently in constant growth in Colombia. We want you to be part of this great team.

Administrative Executive

Contract: Full-time, indefinite term.

Salary Range: 2´000.000 COP.

Purpose of the Role

To ensure the efficient, secure, and compliant operation of the site by overseeing General Services, Technical Services, Security, Vendor Management, and Financial Coordination. The role is responsible for maintaining high service standards through effective SLA management, timely preventive and corrective maintenance, accurate access control, and strong vendor governance, while delivering a seamless workplace and client visit experience. Additionally, the role supports audit readiness, reporting accuracy, and continuous improvement through proactive risk identification and stakeholder coordination.

Key Responsibilities

1. 1. General and Technical Services Management

   Oversee daily operations of General Services (cleaning, cafeteria, office maintenance, vendor coordination) and Technical Services (HVAC, UPS, fire alarm panels, CCTV and access control systems, technical maintenance).
   Ensure compliance with preventive and corrective maintenance schedules.
   Monitor SLA compliance across all service vendors.
   Support client visits by ensuring site readiness (cleanliness, facilities, workstations, meeting rooms, and branding).
   KPI: 95% SLA compliance across all services, zero escalations during client visits, maintenance completed on time.

2. 2. Security, Access Control, and Exits

   Manage physical security of the site and supervise security personnel deployment.
   Ensure CCTV monitoring, including weekly checklist completion and 90‑day video retention.
   Manage access control: grant access to new hires, revoke access for separations, and maintain logs for temporary access and visitors.
   Maintain accurate documentation for revoked accesses, new hire access cards, and third‑party staff attendance.
   Communicate monthly security guidelines via Master Blaster.
   KPI: 100% of access granted/revoked within SLA, zero security incidents, 100% CCTV availability with completed checklists.

3. 3. Invoicing, PO, and Vendor Coordination

   Coordinate invoicing, purchase orders, and service agreements with Nathalia.
   Ensure all services are covered by valid POs and service agreements.
   Support procurement activities in line with DoA and approval hierarchy for site‑level purchases.
   KPI: 100% of services covered by valid POs, zero unauthorized purchases, timely vendor onboarding and approvals.

4. 5. MIS, Dashboards, and Reporting

   Prepare comprehensive MIS reports and dashboards covering General Services, Technical Services, Security, Access Control, and Billing coordination.
   Include details on SLA compliance, incidents, CCTV, access logs, vendor performance, and pending actions.
   Submit weekly and monthly reports to the Functional Head and Business Head.
   KPI: On‑time MIS delivery, 100% data accuracy, proactive identification of risks or gaps.

5. 6. Client Visits and Workplace Experience

   Act as the single point of contact during client visits.
   Ensure full site readiness, including facilities, workstations, cleanliness, and required equipment.
   Collect client feedback and address gaps immediately.

6. 7. Compliance and Audit Readiness

   Ensure all site operations comply with ISO, PCI DSS, EHS, and internal SOPs.
   Maintain documentation and records for audits related to security, access control, vendor agreements, and site operations.

Requirements

• 2-3 years of experience in Facilities work or management, Site Operations, Administration, or Workplace Services, preferably in a corporate or multi-site environment.
• Proven experience managing General Services and Technical Services, including vendors for HVAC, electrical systems, security, cleaning, and office maintenance.
• Strong knowledge of SLA management, preventive and corrective maintenance planning, and vendor performance tracking.
• Hands‑on experience with security operations, including access control systems, CCTV monitoring, and coordination with security providers.
• Experience in vendor management, PO handling, invoicing coordination, and working with Finance and Procurement teams under approval frameworks (DoA).
• Familiarity with audit requirements and compliance standards (e.g., ISO, EHS, internal SOPs); prior audit support experience preferred.
• Strong reporting and documentation skills, including preparation of MIS, dashboards, and operational reports.
• Demonstrated ability to coordinate across multiple stakeholders, including internal leadership, vendors, finance, and external clients.
• High attention to detail, strong organizational skills, and the ability to identify risks and drive continuous improvement.
• Proficiency in Microsoft Office tools (Excel, PowerPoint, Word); experience with vendor portals or facilities management systems is a plus.
• Strong written and verbal communication skills in Spanish, English is a plus.
• Ability to work independently, prioritize effectively, and handle time‑sensitive operational matters, including client visits and escalations.

Work Model

• Work From Office (WFO) 100% on site.

Equal Employment Opportunity Statement

• IGT Solutions provides equal employment opportunities to all individuals based on job‑related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship or marital status, and to maintain a non‑discriminatory environment free from intimidation, harassment or bias based upon these groups.

#J-18808-Ljbffr