Administrative Specialist – Facilities

About the role

The Administrative Specialist (Facilities) will oversee the integrated facility management of our office in San José, ensuring a safe, functional, and welcoming environment while complying with Costa Rican regulations. This permanent, onsite position combines asset control, vendor coordination, and emergency preparedness.

Key responsibilities

• Lead Integrated Facility Management (IFM) for the office, aligning with company standards and local regulations.
• Manage company assets such as laptops and equipment, maintaining inventory, coordinating purchases, and ensuring accurate records.
• Oversee administrative supplier relationships and payments for services including medical, parking, printing, EHS, office supplies, property management, utilities, catering, and health services.
• Head the emergency brigade, organizing training, response protocols, and compliance with safety regulations.
• Serve as primary liaison with building administration and coordinate evacuation drills.
• Act as ISO 27001 Internal Auditor for administrative controls, ensuring documentation and compliance.
• Implement and audit the 6S methodology across the office.
• Handle canteen cash transactions, budgeting, and supplier payments.
• Lead corporate volunteering and health campaigns (blood donation, vaccinations, women’s health).
• Audit vehicle dispatch processes for proper usage and documentation.

Required profile

• Bachelor’s degree in Business Administration, Project Management or related field.
• 2–3 years experience as a Facility Manager or similar role.
• First Aid certification and experience in emergency brigades.
• Bilingual proficiency in Spanish and English (written and spoken).

Required skills

• Vendor management
• Contract oversight
• Asset inventory management
• ISO 27001 internal auditing
• 6S methodology implementation
• Emergency response coordination
• First Aid certification
• Basic EHS knowledge
• Bilingual Spanish/English

What we offer

• Indefinite contract with full-time onsite work on the 16th floor of Torre Cordillera.
• Life insurance policy and commercial partnership benefits.