Office Coordinator

1 semana atrás

São Paulo, Brasil Flywheel Tempo inteiro

The Opportunity


We are looking for an Office Coordinator and Executive Assistant who will be responsible for managing our office in São Paulo and facilities, management and purchase equipment and supplies, management of the carrier and outsourced IT team, events organization and support the team in general administrative matters. This professional will also assist one of the region's executives with his schedule and administrative support.

The ideal candidate is a friendly, flexible, and well-organized coordinator that would enjoy working in a fast-paced, and flexible environment while being in person at the office Monday through Friday. The ideal candidate will be effective at day-to-day office and administrative operations management.

This role will report to and work closely with the Manager Facilities and Operations and will partner with the larger Administrative and Operations teams.

We would expect this person to work from our Sao Paulo office 5 days a week.


What You Will Do:

  • Office management, maintenance of the good functioning of the space, furniture, equipment and services.
  • Purchase equipment, supplies, creating the orders in the payment system.
  • Benefits administration, managing all the providers (Health Care, Life Insurance, Meal Voucher, Transportation Voucher, Parking etc) and ensuring that all the benefits will be offered and paid correctly to all employees.
  • Work with partner teams (Deliveries, IT, HR) as needed on workplace related issues.
  • Coordinate Events such as annual celebrations, breakfasts, cake celebration and happy hours.
  • Management of service providers (travel agency, IT, maintenance services, WeWork etc.) and indicating alternatives of best cost x effectiveness.
  • Run integration process for new employees related to facilities process.
  • Contracting postal services; being liable for national and international mail (Correios and DHL).
  • Managing documents and files (receipt of documents for signature, sending by mail, courier, registry office and PDFs).
  • Conduct various administrative tasks including scheduling events, managing calendar appointments, and completing expense reports for the Executive.
  • Manage incoming issues and concerns to ensure executives' ability to lead the company effectively.
  • Coordinate both internal and external meetings and all associated logistics.
  • Serve as the main point of contact for visitors and employees on all office related matters.
  • Partner with operations lead to define and maintain office policies and procedures.
  • Assist our People Operations team with onboarding of new team members, internal company events, socials, and outings.
  • Work in office daily to manage ad hoc projects and requests.
  • Administrative support for one Brazil-based Executive primarily assisting with scheduling and travel.

Who You Are:

  • Bachelor degree, preferably in Administration.
  • Fluent English.
  • Has strong organizational and communication skills, team orientated philosophy, and problem solving skills.
  • Has the ability to prioritize and handle multiple assignments at any given time while maintaining commitment to deadlines.
  • Detail oriented and extremely organized.
  • Experience in operations, HR, or in an office manager role at a fast growing company.
  • Ability to navigate calendars, manage budgets in Excel, and craft great emails with excellent diction.
  • You can be trusted with highly confidential information and use the utmost discretion with that information.
  • Great customer service and interpersonal skills that make teammates, customers, and guests feel welcomed and supported.
  • Ability to communicate effectively with all levels of the internal organization, building management, and external vendors.

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