Job Description

About Arbolus

Arbolus is the next-generation customer diligence platform. We give private equity investors and consultants fast, differentiated customer insight on SaaS and technology companies, so they can move on deals with confidence.

Our edge is the world's largest database of attributable B2B customer reviews. Clients can use it on our platform or directly in their own systems and AI tools through the Arbolus API and Arbolus MCP. We pair it with Canopy, our market-first automated Q&A tool, and with a standard of client service that sets us apart, because great technology should always be backed by great people.

Since 2018, we've been rebuilding the traditional expert network for the speed of modern dealmaking. Today we're a venture-backed, London-headquartered scale-up with 170+ people across London, New York, Barcelona, Gurgaon and Costa Rica. We're on a mission to digitize human knowledge and make it instantly accessible and actionable.

The U.S. is the world's largest market for private equity and consulting, and it's our biggest growth opportunity. Costa Rica is at the heart of how we'll capture it. In October 2026 we opened our first dedicated office here, at Zona Franca Ultrapark II in Heredia, with around 30 people, and within two years we'll be 100+. From here, our team owns client projects end to end and is building our commercial engine for the U.S. market.

About the role

Our Operations function is the backbone of Arbolus. It keeps our offices, people and suppliers running smoothly, so our teams can focus on delivering best-in-class service to clients around the world.

As our Office Administrator, you'll run the day-to-day administration of our Costa Rica office, covering payroll, procurement and general office management. You'll make sure our people are paid accurately and on time, our suppliers are managed efficiently, and our office runs with the speed and precision a fast-growing scale-up demands.

You'll work closely with our Finance and People teams and with colleagues across our international offices, and you'll help build simple, scalable processes as we grow.

Key responsibilities

• Prepare and process monthly payroll for our Costa Rica entity with our Finance team. This includes salary changes, new joiners and leavers, overtime, bonuses, commissions, and statutory items such as aguinaldo and vacation.
• Prepare statutory filings and payments (CCSS, INS and income tax withholding), and make sure they're submitted accurately and on time.
• Support our free-zone compliance and reporting with PROCOMER.
• Run day-to-day procurement: raise and track purchase orders, request and compare quotes, support supplier negotiations and keep the vendor database up to date.
• Process supplier invoices and payments with the Finance team, ensuring accurate coding, approvals and reconciliation.
• Manage the office: facilities, equipment, inventory, service contracts, the office lunch and parking programs, and day-to-day needs.
• Keep employee and administrative records accurate and confidential, in line with local labor and data protection regulations.
• Coordinate onboarding and offboarding logistics (equipment, access, contracts and documentation) with the People team.
• Be the day-to-day contact for local providers such as accountants, insurers and payroll or benefits vendors, and support audits when needed.
• Find ways to automate and improve administrative processes using AI and new tools, and document them so they scale.
• Work with Finance, People and Operations colleagues across our international offices to align on global policies and reporting.

About You

You're an experienced administration professional with a solid track record. You've run payroll, managed suppliers and kept an office running on your own, and you know how things work in Costa Rica, from CCSS to aguinaldo. You bring the judgment and composure that come from real experience, and you handle payroll and personal data with complete discretion.

You don't need hand-holding. You anticipate what the office needs and take care of it before anyone asks. When priorities shift you stay calm and organized, and you're always looking for smarter ways to work, including AI and new tools.

You're the person people come to when something needs solving, and you solve it. Clients, visitors and colleagues should all see in you who we are: professional, polished, reliable and fast, with the highest quality in everything we do. You set that standard in how you show up, how you communicate and how you deliver, and you help everyone at the office do the same.

This isn't a finished role. It's one we'll build together. We're creating a culture where people enjoy their work and thrive, and your experience will help shape it as our new office grows. Your responsibilities and career will grow with the results you achieve. If you're looking for something already built, this isn't it. If you want to build it with us and grow with it, let's talk.

Requirements to succeed in this role

• 5+ years of experience in administration including running payroll and office operations independently.
• Degree in Accounting, Business Administration or a related field.
• Hands-on experience running payroll in Costa Rica, including CCSS, INS, income tax withholding, aguinaldo and vacation.
• Solid knowledge of Costa Rican labor legislation.
• Proven experience managing procurement and supplier relationships, including purchase orders and invoice processing.
• Advanced Excel or Google Sheets skills, and experience with payroll software, ERPs or accounting tools.
• A high level of accuracy and attention to detail, with complete discretion when handling confidential information.
• Excellent written and verbal communication with internal teams and external providers.
• Strong organization and time management, with multiple deadlines kept on track in a fast-paced, results-oriented environment.
• Native or fluent Spanish, and B1–B2 English or above to work day to day with international colleagues.
• Intellectual curiosity and a desire to improve and automate processes.

Nice to have

• Free trade zone reporting experience
• Previous experience in a start-up, scale-up or international company.
• Experience working with multi-country teams or global payroll providers.

What we offer

• Build something from day one. Help set up and run a brand-new office, with processes you shape yourself.
• Room to grow. Develop your career in a fast-growing international company.
• Competitive salary + performance bonus.
• Private health insurance, fully covered for you, including dental, vision, psychology and annual check-ups.
• Two work-from-home days a week, based on business needs and performance.
• Lunch on us twice a week.
• Wellness Center with personal trainers, group classes like yoga, Pilates and cardio dance, plus showers and changing rooms.
• Life at Ultrapark II: a 5-a-side soccer field, three cafeterias and an on-site medical clinic.
• 70% of your parking is covered, subject to availability.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Arbolus is committed to providing reasonable adjustments for qualified individuals with disabilities, in our job application and/or interview process. If you need assistance or adjustment in completing your application, due to a disability, email us at talent@arbolus.com. Please put "Reasonable Adjustment" in the subject line and provide a brief description of the type of assistance you need. This inbox will not be monitored for application status updates.

Please note that we are unable to sponsor or take over sponsorship of an employment visa at this time. All job applicants must be authorized to work for any employer in the country where the position is indicated to be based.