What You'll Do
- General Office Management:
- Execute daily office walkthroughs to ensure that the office is sparkling clean and fully stocked with the supplies employees need
- Work with the Global Workplace Team and contractors to ensure health & safety, including fire safety. Maintain supply of first aid equipment
- Manage ordering of food/drinks and supplies, including vendor coordination (janitorial services, utility vendors, food suppliers, etc.) and associated budgets
- Ensure a welcoming reception experience for employees and visitors. Manage mail/shipping functions for the office. This individual will be responsible for maintaining a presence near reception
- Support new hire onboarding with desk set-up, office tours, and supplies. Set a positive tone for new hires
- Act as a point of contact for employee and visitor requests, comments, and concerns
- Workplace Projects:
- Resolve office requests or issues efficiently
- Execute preventative office maintenance and small projects, including budget management
- Maintain space plans and support managers as they coordinate personnel moves
- Coordinate all purchases of furniture, fixtures, and equipment for the office
- Work with property management to ensure maintenance is being performed and all issues are resolved
- Ensure the office is compliant with Veeva security standards, including managing the badging process in the office
- Event Management:
- Manage and coordinate all logistical details for onsite events - meeting rooms, AV setup, food & beverage, and rentals
- Work with employees to develop regular gatherings and office events
- Plan and execute annual employee events, including holiday party and summer event
Requirements
- 2+ years of office management experience
- Fluent in both Portuguese and English
- In office 5 days a week, splitting time between our Vila Olimpia and Santana offices
- Experience with small office construction projects/relocations
- Excellent customer service and communication/interpersonal skills
- Self-starter with positive, can-do attitude. Able to work in a fast-paced environment
- Budget management experience
- General comfort with computers and IT equipment – we will train you on any specifics
- Strong project management skills, able to juggle multiple tasks with accuracy
- Intermediate to Advanced MS Office (Word, Excel, PPT)
- Ability to lift up to 50lbs
Nice to Have
- Understanding of Google applications
