Office Manager

This role oversees the office's day-to-day operations in Brazil, ensuring efficiency and organization and fostering a positive workplace culture. It involves managing administrative tasks, coordinating with departments to support projects, and ensuring the smooth execution of daily operations. The person in this role will ensure the office environment and equipment function optimally and that staff have everything they need to create an outstanding workplace experience. Aditionally, this role includes an accounting function, supporting the finance and accounting teams in both NY and Brazil with tasks such as budget tracking, expense reporting, and financial record maintenance. The role also promotes team cohesion through organizing team-building activities, celebrating key milestones, and fostering alignment with NBA LATAM's business culture. Furthermore, it supports local events, helps host visitors from other regions, and ensures a welcoming and productive environment for all staff, acting as a key point of contact for enhancing both operational efficiency and cultural integration.
This role will also provide support to the Managing Director - NBA LATAM as needed.
Based in Sao Paulo, this position will report to the Head of Operations, NBA LATAM
**Major Responsibilities**
- Facilities_
- Responsible for ongoing management and administration of the office, including relationship management with building facilities.
- Responsible for organizing and developing all the office's administrative operations, controlled mail, designed filing systems, reviewed and approved supply requisitions, assigning and monitored critical functions.
- Manage the facilities and day-to-day office management including relationships with office suppliers and maintaining H&S regulations and responsibilities.
- Manage the office layout and space allocation.
- Responsible for coordinating with the IT team the delivery of computers for new hires and/or repositions and other requisitions.
- Responsible for the office's services: telephone, internet, electricity, leasing, maintenance, cleaning services, and safety.
- Manage the shipping process of import and delivery of products.
- Oversee the office security and safety, handling the EHS protocols.
- Partner with NBA Security in managing crisis scenarios when they materialize.
- Finance and Administration_
- Support in the analysis of internal business budgets vs the conciliation of invoices and expenses.
- Monitor expenses and identify cost-saving opportunities.
- Be the local administrative support to manage the relationship with local banks in case of any request by the US team.
- Support the GMP, GMD, and GMG departments in maintaining the billing process through the DMS system.
- Help the Finance team in the billing and collection process as a support for calculating the variable revenue.
- Support for identifying accruals, missing invoices, or pending expenses not invoiced and mitigating risk.
- Ensure that the payment requisitions are complete and with the documentation according to the NBA guidelines.
- Support for one-person departments in administrative processes (invoicing, payments, procurement, etc.)
- Responsible for requesting corporate credit cards for all the staff in Brazil.
- Assisting in collating and preparing presentations and documentation, per the guidance of Leadership.
- Coordinate travel arrangements (including, but not limited to, flights, lodging, and transportation) for the Managing Director - NBA LATAM and Head of Operations - NBA LATAM.
- Maintenance of the deal-management system, KPI dashboards, and expense submissions and processing for leadership, as required.
- Act as the official legal representative of the company in Brazil for all internal and external legal matters.
- Ensure compliance with local laws and regulations, representing the company in interactions with government agencies and authorities.
- Hospitality and Events_
- Hospitality assistance and support during events or any other requests.
- During local events, manage the ticketing system.
- Support by request during events.
- Human Resources_
- Assist with onboarding new employees.
- Maintain employee records and files (in case physical documentation)
- Coordinate training in person or vendor visits.
- Support local communications including crafting and distributing internal and external messages.
- Provide support and guidance to team members, and handle employee inquiries and concerns.
- Provide administrative support and assistance in HR events (teambuilding, wellbeing events, etc.).
- Support HR with employee compliance and employee safety matters.
**Required Skills/Knowledge**
- Minimum 5 years of professional experience in an accounting/finance or related business role, preferably within the professional sports, entertainment, media, or services industry
- Experience in PeopleSoft, SAP, or other major financial systems
- Detail-oriented, sensitive to numbers, and able to read be

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