Who we are looking for:

The Operations Coordinator is responsible for managing and optimizing operational processes related to company time-off administration, freelancer contracts, invoice control, and the use of internal systems. They ensure compliance with time-off policies and other operational procedures, and collaborate closely with Human Resources, Finance, and other key departments to ensure efficient and error-free operations.

Key Responsibilities:

Employee Profile Management:

• Creation and updating of profiles for all employees (FTE, internal, freelancers, temporary).
• Maintaining accurate information in systems such as Netsuite and Softland.

Time-Off Reconciliation:

• Supervision of monthly time-off requests (vacations, leaves, etc.).
• Validation of time-off requests against current policy, ensuring compliance with codes and associated tasks.
• Monthly reconciliation of time-off records in Netsuite and Softland.
• Updating and maintaining the time-off calendar for all employees.

Freelancer Contract Development and Monitoring:

• Drafting and updating freelancer contracts.
• Supervising the proper filing and monitoring of contracts.
• Training new employees on the use of Netsuite for time reporting and billing processes.

Freelancer and Contractor Invoicing:

• Review and approval of freelancer invoices and submission to Finance for processing, comparing reports with system data.
• Monthly control of invoices received and their corresponding filing.
• Identification and reporting of anomalies or inconsistencies in billing, requesting necessary modifications from freelancers and contractors.
• Coordination with the Colombian Shared Service Center for monitoring freelancer payments.

Compliance and Legal Requirements:

• Monthly review of legal requirements for freelancers and contractors (Social Security, Treasury, INS - National Insurance Institute).
• Management of legal document signing (IWOs, SOWs) with Finance and General Management.

Project Management:

• Creation of project codes for those without an assigned Project Manager.
• Filing signed IWOs and purchase orders (POs), ensuring their proper organization in the Finance folder.

Internal Training:

• Conducting training for new hires on the use of the Netsuite system, with special emphasis on the correct use of timesheets and guidance on billing processes.
• Ensuring that all employees are aligned with the company's operational processes and policies.

Required Skills and Competencies:

• Organization and Attention to Detail: Ability to handle multiple tasks and ensure the accuracy of records and documents.
• Systems Knowledge: Familiarity with management systems such as Netsuite and Softland, and the ability to train others in their use.
• Effective Communication: Ability to interact with different departments (Human Resources, Finance, etc.) and to train new employees.
• Problem Solving: Ability to identify and resolve inconsistencies in billing processes or time-off records.
• Basic Legal Knowledge: Knowledge of legal requirements for freelancers and contractors (social security, taxes, etc.).
• Project Management: Ability to manage and organize projects without an assigned PM, including the creation of project codes.

Requirements:

• Education: University degree in Business Administration, Accounting, Human Resources, or related fields.
• Previous Experience: Minimum 2-3 years of experience in roles related to operations, personnel management, human resources, or project administration.
• Technical Skills: Knowledge in the use of project management, billing, and human resources tools, preferably Netsuite and Softland.
• Languages: Intermediate/advanced English (desirable).
• Excel is a must.
• Previous experience working with Power BI.