International Operations Specialist

Job description

About this role: The International Operations Specialist will manage operational control of facility and office services in Panama while providing strategic and executional support for conventions, category promotions, and creative collateral. This role ensures leads, compliance, and services vendors management for facilities, while partnering cross-functionally to deliver flawless show execution and promotional initiatives aligned with Ace International standards. What you'll do: Facility Operations: Lead office operations: Ensure smooth and compliant office operations by managing budgets, vendor standards, and safety readiness. Manage Opex/Capex budgets, vendor/service high standards, corporate policy compliance, readiness, and safety. Prepare, analyze, and present reports, dashboards, and job aids to support office operations. Cost Optimization: Review vendor contracts and performance to identify cost-saving opportunities. Implement shared services or renegotiate agreements where possible. Track and report monthly on cost optimization progress ​ Maintain facility readiness and safety standards: Guarantees operational continuity and compliance by keeping facilities safe and documentation updated. Oversees office equipment records and inventory, ensuring information accuracy and equipment functionality. Manage service vendor relationships and contracts: Oversee strategic vendor partnerships to guarantee service quality and cost efficiency across all categories. Office Supplies & Equipment Facility & Maintenance IT & Connectivity Safety & Security Cafeteria & Beverages Corporate Services Hospitality vendors, contracts and rates. Team Committees: Activities, Safety, ACW and EAW. Vendor Performance management Enforce Service Level Agreements for timely response and complete delivery, if vendors fail to meet standards, replace them promptly to avoid operational delays. Document vendor evaluations and decisions for transparency and accountability. Oversee procurement and payment cycles: Control procurement and payment processes to ensure timely and accurate vendor transactions. Execute onboarding/offboarding checklists: Facilitate employee access and readiness through structured onboarding and exit processes. Collaborate with Corporate HR to ensure roles and access are set up before Day 1. Partner with IT for password and system permissions readiness. Maintain a Building Profile with standardized role access to avoid delays and repetitive requests. Streamline processes to reduce time and improve employee experience. Serve as the primary point of contact for new hires Liaise with Corporate on policy implementation: Act as the compliance link between local operations and corporate governance, managing audits and risk controls. Coordinate Regional Events & Committees : Plan and coordinate the execution of regional events and engagement committees, including Town Halls, Team Awards, Strategy Meetings, and team committees such as Activities, Safety, ACW, and EAW. Support for Show & Promotions: Convention Planning Support convention strategy, planning, and execution, including booth management, sample readiness, and cross-functional coordination. Manage convention execution timelines to ensure key milestones and deliverables are completed on schedule. Lead sales material communications, ensuring timely development, distribution, and alignment across stakeholders. Coordinate promotional and event-related communications to support successful execution and participant engagement. Merchandising Calendar & Promotional Planning: Support the development and execution of promotional calendars aligned with international market needs and regional priorities. Coordinate and execute the International Promotional Calendar to ensure timely and effective delivery of key initiatives. Partner with internal stakeholders to support the creative development process for promotional campaigns and merchandising programs. Manage timelines, milestones, and follow-up activities throughout the category planning and promotional development cycle. Lead promotional communications, ensuring clear alignment and execution across markets and cross-functional teams . Proactively anticipate data needs and deliver actionable insights that support planning, budget tracking, and performance reviews. Actively drive process improvements and proactively identify solutions to enhance efficiency, address issues early, and support continuous improvement across the team. What you will need: 3+ years in merchandising operations, product development, and international business experience. Experience in promotional planning, event/convention execution, and service vendor management. Strong capability to implement strategic plans, manage complex timelines, and deliver results. Excellent decision-making, negotiation, and problem-solving skills. Highly organized, action-oriented, and adaptable; able to manage multiple priorities independently. Strong interpersonal and cross-cultural communication skills; ability to build relationships internally and externally. Reporting creation and data analysis Fluent in English (spoken and written) and Spanish (required); WORK AUTHORIZATION: This position is not eligible for employment visa sponsorship now or in the future. #LI-JK1 Want to be notified when new jobs are posted? Follow the link below to create an account and set up custom job alerts: Create Job Alert