Engagement and Admin Specialist

Job Description:
1. Role PurposeAs ClearSource Costa Rica continues to grow, the Engagement and Admin Specialist owns the on-the-ground employee experience and administrative operations of the Costa Rica office (GEO). The role leads engagement and culture initiatives while ensuring the office runs smoothly day to day — combining people-focused programs with dependable admin, facilities, and operational support.Working to ClearSource global standards but adapted to the Costa Rican context, the Specialist strengthens office culture, delivers a consistent calendar of activities and events, and gives the leadership team a reliable point of coordination for admin, assets, vendors, and facilities.
2. Key ResponsibilitiesA. Employee Engagement & CultureOwn and drive the Costa Rica employee-engagement program, designing GEO-specific initiatives based on the Costa Rican calendar and cultural context, in partnership with the Engagement team and HR.Coordinate celebrations for local holidays, monthly themes, recognition programs, birthdays, work anniversaries, and team-building events.Support execution of global ClearSource programs, ensuring cultural alignment.Manage internal communication boards, announcements, and event promotion.Act as a positive, visible presence in the office and a go-to contact for employee experience.B. Events Planning, Execution & BudgetPlan the monthly engagement activities calendar for the Costa Rica office, keeping a consistent rhythm of activities throughout the year.Plan and execute ClearSource Costa Rica's flagship events, including the Summer Event and the Year-End Party.Organize other office events: holiday activities, team building, wellness days, and site-wide activations.Prepare, manage, and track the budget for these activities — source quotes, control spend, and deliver each event within its approved budget.Work with vendors on quotes, logistics, and on-the-day execution; capture feedback and propose improvements.C. Office Administration & SupportAct as the main point of contact for day-to-day office queries and escalations.Oversee reception, visitor management, meeting-room bookings, and office workflows.Coordinate office supplies, food/snack management (if applicable), stationery, and equipment distribution.Assist with onboarding setup (workspace, access cards, welcome kits, seating assignments).Support HR and Operations with filing, documentation, and basic admin tasks as required.Ensure the equipment inventory is kept up to date — regularly reconcile and update records of company equipment and assets.Maintain an updated staff seating plan.D. Equipment & Asset AdministrationMaintain and regularly update the office equipment and asset inventory, keeping records accurate and current at all times.Encode and register equipment assets in the asset-management system, keeping the system aligned with physical stock.Prepare and release Equipment Accountability Forms — issuing assigned equipment to employees, securing sign-off, and tracking custody.Conduct periodic equipment counts/audits to confirm accuracy and identify discrepancies.Manage simple procurement processes for office and equipment needs.E. Facilities & Vendor ManagementLiaise with building management (current or future office space) regarding access, maintenance tickets, cleaning, and safety.Track and follow up on facility-related issues, ensuring timely resolution.Manage service providers (cleaning, security, transport vendors, maintenance).Conduct weekly office walk-throughs to identify and escalate facility or safety concerns.Oversee health & safety compliance, including emergency procedures, first-aid kits, and office inspections, in line with Costa Rica's occupational health and safety regulations.F. Operations SupportAssist with scheduling activities related to facilities, logistics, and space planning.Assist in coordinating and hosting client visits to the Costa Rica office — logistics, meeting rooms, briefings, refreshments, and on-site hosting to ensure a professional experience.Support the HR & Ops team during recruitment drives, new-wave onboarding, and client visits.Support transportation planning admin (if required), such as communicating updates or route notices.
3. Personal Attributes & CharacterThis role is the face of employee experience — character matters as much as skills.Outgoing, warm, and approachable — the kind of person employees feel comfortable talking to at any time.A genuine people-person who builds trust and rapport with employees at all levels.A culture champion who lives and actively promotes ClearSource's values every day.Positive, energetic presence that lifts the atmosphere of the office.Empathetic and a good listener — welcoming of concerns, ideas, and feedback, and quick to make people feel heard.Emotionally intelligent; reads the room and adapts their approach to different people and situations.Inclusive and people-first — makes everyone feel seen, welcome, and part of the team.Discreet and trustworthy with sensitive or confidential matters.Proactive, enthusiastic, and reliable — someone the team knows they can count on.
4. Skills & Competencies RequiredStrong organisational and coordination ability.Excellent communication and interpersonal skills.Fluent in English and Spanish (bilingual) — for day-to-day coordination with local staff and US-based leadership and clients.Ability to work independently, take initiative, and own outcomes end-to-end (specialist level).Creative thinking and an eye for detail (important for engagement activities).Vendor and stakeholder management skills.Basic budgeting and cost-tracking ability for events and office spend.Comfortable working in a fast-paced, growing BPO environment.Proficient in Microsoft Office (Excel, Outlook, Teams) and Google Workspace; comfortable with asset-management or inventory systems.Event-coordination, facilities, or employee-engagement experience is a strong advantage.Awareness of local data-protection law (Costa Rica Law 8968) and confidentiality when handling employee information.Ability to maintain professionalism and confidentiality.Valid driver's licence advantageous.
5. Experience & QualificationsMinimum 3 years' experience in one or more of the following (specialist level):◦ Employee engagement or events planning◦ Office administration◦ Facilities coordination◦ Operations / asset admin (advantage)Experience in a call-centre / BPO or corporate environment preferred.High school diploma (bachillerato) required; a diploma/degree in Business Admin, HR, Events, Facilities, or a related field is advantageous.
Job Type: Full-timeWork Location: In person