Hybrid Office Manager | US Business Operations bei MOD Peru (MyOutDesk)

About MOD

Founded in 2008, MyOutDesk (MOD) is a global leader in business process outsourcing, deploying world‑class Virtual Professionals (VPs) to help companies scale. With 3,000+ professionals and clients worldwide, we are launching MOD Peru to support North American and global customers. Our North Star for Lima: 50+ placements by Day‑120 and 200+ VPs within year one, operating to ISO‑aligned, audit‑ready standards. At MOD we focus on long-term careers and growth minded team players that want stability for 5-10 or more years into the future.

Role Purpose

Be the operational backbone of MOD Peru. You will make the Lima office run flawlessly—facilities, vendors, equipment, document control, onboarding logistics, training coordination, safety & compliance, and day‑to‑day administration—so the HR and Operations teams can hire, train, and place talent at speed. Tech‑forward, process‑driven, and bilingual, you’ll set up systems that scale to 200+ headcount and replicate across LATAM.

What You’ll Own

1) Facilities & Vendor Management

• Primary liaison with MOD Miraflores; manage access, meeting rooms, badges, and building requests.
• Maintain facilities calendar (cleaning, maintenance, ISP checks); ensure uptime and redundancy (primary/backup internet, hotspots).
• Source and manage vendors (ISPs, equipment, couriers, printing, background checks); track SLAs and renewals.
• Coordinate municipal/administrative items (e.g., signage/operating notices) with counsel.

2) Equipment, Inventory & IT Coordination

• Own asset lifecycle: forecasting, purchasing requests, receiving, asset tagging, issuance/return, RMA; maintain the Asset Register (Google Sheets) for kits.
• Enforce BYOD/MDM acknowledgments and equipment receipts before access; coordinate with IT for Google SSO and Slack provisioning.
• Prepare Day‑1 workstations for every cohort; support basic triage and escalate to IT.

3) Onboarding & Training Operations (with HR)

• Orchestrate Day‑0/Day‑1 logistics: documents collection (DNI, bank, AFP/ONP, consents), NDAs/IP, background check routing, badge creation.
• Schedule and host LMS 10‑day bootcamps (room setup, attendance, quizzes, certificates); track at‑risk learners and escalate.
• Maintain orientation decks and new‑hire FAQs; coordinate client‑intro windows with the placements team.

4) Office Administration & Document Control

• Manage document control and physical file safekeeping; maintain stamp/seal custody; track notary runs and courier logs.
• Own meeting & travel logistics for attorney/accountant/bank appointments; keep minute books & accounting books physically secure (as directed by counsel/firm).
• Maintain shared knowledge base (policies, SOPs, floor plans, vendor directory) in Google Drive with least‑privilege access.

5) Finance & Controls (coordination role)

• Prepare purchase requests and vendor packets; route per the approval matrix.
• Maintain petty‑cash log (if used) and expense submissions; reconcile receipts weekly and hand off to the accounting firm.
• Assemble payment‑run evidence packs; the Office Manager has no bank signatory authority and never releases payments.

6) Safety, Security & Compliance

• Run safety/evacuation briefings, ergonomic checks, and incident logs; coordinate OSH requirements for any telework annexes.
• Enforce no‑access before NDA/background check; run monthly access review (badges, Google, Slack) and inventory spot‑checks.
• Support ISO/SOC2 evidence capture (attendance sheets, access logs, asset registers, policy acknowledgments).

7) Communications & Culture

• Operate Slack channels; publish daily/weekly updates and event calendars.
• Plan in‑office events, recognition moments, and candidate days; partner with HR on employer branding and referrals.

Success Metrics (Scorecard)

By Day 30

• Vendor SLAs documented; Asset Register live with 100% reconciliation.
• Day‑1 kit SLA met for Cohort‑1 (10 VPs); onboarding files 100% complete before access.
• Office request SLA established (response ≤ 4 business hours, resolution ≤ 2 business days).

By Day 60

• Zero critical facility incidents; internet uptime ≥ 99.5%; spare kits ≥ 5% of active headcount.
• Learning Management attendance ≥ 95%; quiz completion ≥ 90%; evidence archived.
• Monthly access review completed; 100% asset issuance/return forms on file.

By Day 90

• Audit‑ready ops pack (SOPs, logs, access/asset proofs) with zero high‑severity gaps.
• Vendor cost variance within ±5% of budget; on‑time delivery ≥ 95%.
• Internal stakeholder NPS (Ops/HR/Placements) ≥ 60.

Requirements

Required Qualifications

• Fluent in English – Near-native (C1/C2) written and spoken English; able to communicate with U.S. clients and train VPs effectively.
• Proven Operational Leadership – 2+ years in operations, project management, or training within a fast-paced, high-volume environment.
• Placement & Training Experience – Strong background in onboarding and preparing remote staff for international clients.
• Tech-Savvy & Data-Driven – Advanced use of ATS, LMS, and CRM platforms; able to analyze performance data and improve workflows. Ability to utilize the latest AI to increase efficiency.
• BPO or Remote Workforce Expertise – Prior experience managing offshore teams or virtual professionals for international clients.
• Bachelor’s Degree or higher in Business, Operations, or a related field. Preferably MBA

Preferred Qualifications

• Experience placing talent with U.S.-based clients in roles such as administration, sales, marketing, or customer service.
• Knowledge of AI tools, automation platforms, and virtual communication best practices.

Performance Expectations (First Year)

• Achieve 80%+ client placement rate within 4 weeks of hire.
• Maintain 90%+ client satisfaction in the first 90 days of VP placement.
• Oversee training for 200+ VPs annually with 95% completing training on time and meeting readiness standards.
• Implement operational processes that cut average hire-to-placement time by 20% or more in the first year.

Benefits

At MOD, we believe in taking care of our managers so they can perform their best. We offer:

• Competitive Salary: Above industry-standard, reflective of your experience and contribution.
• Generous Paid Time Off (PTO): Exceeds industry standards, recharge and prioritize your well-being.
• Professional Growth Opportunities: Be part of MOD’s Latam expansion strategy, with opportunities for leadership development and career advancement.
• Cutting-Edge Tools and Resources: Access to industry-leading platforms to support your success.
• Collaborative Culture: our team values innovation, especially with AI

Join us and enjoy a unique experience in the heart of Miraflores!