Operations Specialist Americas Hybrid

3 semanas atrás

Rio de Janeiro, Rio de Janeiro, Brasil Indriver Tempo inteiro

We are hiring an Operations Specialist Americas to support and optimize day-to-day business operations across the region, ensuring processes run smoothly and efficiently. This role is all about collaboration, attention to detail, and being proactive. You'll be an important connection point for colleagues and stakeholders across the Americas, contributing directly to our success and growth.

Office Operations Facilities Support Support daily administrative and facility needs across LATAM offices

  • Assist in the overall operations department activities
  • Manage local office needs, including organizing materials and coordinating vendor services
  • Support the receiving, organizing, and shipping of company computers, including tracking and collecting signed terms of responsibility
  • Assist in receiving visitors, supporting workspace needs, and ensuring proper office functioning
  • Manage virtual office-related payments (e.g., coworking subscriptions, utilities)
  • Process and follow up on Travel Agency invoices for LATAM USA
  • Ensure proper invoice flow, accounting approvals, and status updates
  • Search for new suppliers and assist in partnership discussions when needed
  • Maintain vendor database and help onboard new suppliers

Documentation Internal Files Archive and maintain documentation (physical and digital via Google Drive)

  • Ensure accuracy of shared documents, such as budget trackers, asset lists, and office databases
  • Assist in correspondence management: scanning, receiving, sending, and storing physical and electronic communications
  • Keep files organized and labeled according to internal standards

Reporting Administrative Support

  • Create reports, forms, spreadsheets, and slide decks when required
  • Support preparation of sync presentations, data summaries, and visual reports
  • Maintain trackers for asset management, budgets, and office-related tasks

Project Event Support

  • Assist in planning and execution of internal events (e.g., Summits, visits from top management)
  • Support procurement and setup related to such events
  • Assist with logistics and travel-related tasks during key operations projects

Cross-Regional Collaboration

  • Step in during team absences to support document uploads, invoice submissions, or urgent tasks
  • Communicate regularly with Brazil, Peru, Colombia, and the USA-based teams
  • Share updates, progress, and blockers with regional leads and country managers
Qualifications
  • Fluent in both Spanish and English (written and spoken)
  • High attention to detail – Ensures accuracy in payments, documentation, and reporting
  • Strong ownership – Follows through on responsibilities independently and reliably
  • Process-oriented – Comfortable working with SOPs and actively contributes to improving workflows
  • Collaborative communicator – Shares updates, task progress, and handovers clearly with all stakeholders
  • Proactive – Anticipates potential blockers and takes initiative to resolve issues early
  • Creative approach to problem solving – Offers innovative solutions and adapts quickly to operational challenges

Advanced Excel and PowerPoint skills – Capable of building dashboards, trackers, and executive-level presentations with a clear, visual structure

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