Office Coordinator

2 Months ago • All levels

Job Summary

Job Description

The Office Coordinator will be the key person to maintain a smooth and efficient work environment in the Makati office. Responsibilities include managing facilities, procurement, vendor relationships, statutory compliance, and inventory. This involves overseeing office upkeep, managing building administration, handling vendor negotiations, ensuring statutory compliance, and managing office supplies. The role also provides administrative support, including managing mail and travel arrangements, and supporting People Operations with tasks like organizing events.

Must have:

Strong organizational and multitasking abilities
Trustworthy and reliable
Proficient in using MS Office or Google Suite
Experience in managing office supplies
Good attention to detail in managing permits
Experience in sourcing, negotiating, and managing vendors
Able to work onsite in Makati for 5 days a week

Good to have:

Facilities Management experience
Experience coordinating with building administration

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Job Details

About Tala

Tala is on a mission to unleash the economic power of the Global Majority – the 4 billion people overlooked by existing financial systems. With nearly half a billion dollars raised from equity and debt, we are serving millions of customers across three continents. Tala has been named by the Fortune Impact 20 list, CNBC’s Disruptor 50 five years in a row, CNBC’s World's Top Fintech Company, Forbes’ Fintech 50 list for eight years running, and Chief's The New Era of Leadership Award. We are expanding across product offerings, countries and crypto and are looking for people who have an entrepreneurial spirit and are passionate about our mission.

By creating a unique platform that enables lending and other financial services around the globe, people in emerging markets are able to start and expand small businesses, manage day-to-day needs, and pursue their financial goals with confidence. Currently, over nine million people across Kenya, the Philippines, Mexico, and India have used Tala products. Due to our global team, we have a remote-first approach, and also have offices in Santa Monica, CA (HQ); Nairobi, Kenya; Mexico City, Mexico; Manila, the Philippines; and Bangalore, India.

Most Talazens join us because they connect with our mission. If you are energized by the impact you can make at Tala, we’d love to hear from you!

About the Role

We are seeking a highly organized and motivated Office Coordinator to be the heartbeat of our Makati office. You will be responsible for ensuring a smooth and efficient work environment by managing facilities, procurement, vendor relationships, statutory compliance, and inventory. This role is essential in maintaining a productive and enjoyable atmosphere for our team.

What You'll Do

Facilities Management:

Oversee the general upkeep and cleanliness of the office, ensuring a professional and welcoming environment.
Oversee office custodian on maintenance and cleanliness of all office common areas.
Manage relationships with building administration and coordinate maintenance for office equipment (e.g., air conditioning, lighting, security systems).
Ensure office safety and compliance with local regulations, including securing annual Fire Safety Certification.
Manage office space and furniture, including planning and overseeing any renovations or relocations.
Maintain and organize the pantry, ensuring it is well-stocked and inviting.

Procurement and Vendor Management:

Source and manage vendors for a wide range of needs, including office supplies, IT equipment, travel, catering, and office maintenance services.
Negotiate pricing and contracts to ensure cost-effectiveness.
Build and maintain strong relationships with vendors, ensuring timely delivery and quality service.
Manage and track vendor bills and payments (for Office- and People-related purchases) in collaboration with the accounting team.

Statutory Compliance:

Manage business permits, licenses, and insurance renewals for the office.
Provide additional support for compliance-related activities.

Inventory Management:

Manage the procurement and distribution of office supplies (e.g., stationery, grocery and medicine purchases).
Coordinate with Accounting to develop an online inventory management system to track all office supplies and assets (e.g., furniture, AV equipment).
Conduct regular inventory checks and maintain accurate records.

Administrative Support:

Manage incoming and outgoing mail and parcels.
Provide support for business travel arrangements, including booking flights, accommodation and reservations.
Support People Operations with various tasks (e.g., organizing events and managing swag inventory) as necessary

What You'll Need

Strong organizational and multitasking abilities
Trustworthy and reliable
Able to work onsite in Makati for 5 days a week
Proficient in using MS Office or Google Suite applications
Experience in managing office supplies, tracking inventory, and coordinating with accounting for procurement processes
Good attention to detail in managing permits, licenses, and insurance renewals.
Experience in sourcing, negotiating with, and managing vendors for various office needs is an advantage
Facilities Management experience, good understanding of office maintenance, safety regulations and space planning are a plus
Experience coordinating with building administration and managing maintenance services is highly desirable

Our vision is to build a new financial ecosystem where everyone can participate on equal footing and access the tools they need to be financially healthy. We strongly believe that inclusion fosters innovation and we’re proud to have a diverse global team that represents a multitude of backgrounds, cultures, and experience. We hire talented people regardless of race, religion, color, national origin, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.