Office Assistant

_Location: São Paulo _
- _Part-time: 20 hours per week on average _
- _Monthly base salary: R$5,208/month (2025 Monthly Compensation: R$5,466/month) _
- _Check out our values-driven benefits below _
- Join us at Vera Solutions, where innovation meets purpose. We’re a forward-thinking tech company dedicated to creating digital solutions that drive significant social change. We run on passion, blending diverse skill sets and experiences with a collective mission to help organizations tackle challenges and achieve greater impact. As a social enterprise and certified B Corporation, we reinvest a majority of our profits in our growth and continued pursuit of our mission and vision. _

**_Position Overview _**:

- The Office Assistant’s primary focus will be to establish office procedures to ensure maximum efficiency and an energizing, supportive environment. You will be responsible for monitoring and coordinating maintenance services, overseeing facilities, and managing office space and utilities. The Office Assistant will also be responsible for managing the office budget, handling legal documentation, processing lease renewals, and overseeing insurance matters. _

**_Primary Responsibilities: _**:

- _Facilities / Maintenance _
- _Monitor and coordinate all maintenance services (internet, air conditioning, electricity, security, etc.) including preventive/periodic maintenance checks _
- _Determine the need for repairs or renovations based on daily inspections (overall office area, laptops, monitors, furniture, etc.) _
- _Supervise Vera’s facilities staff (cleaning, technicians, etc.) _
- Source vendors for repairs (monitor repairs in person) _
- _Handle all preventive maintenance tasks (e.g. pest control) _
- _Respond to office related emergencies in a timely manner (this may require occasionally working off-hours) _
- _Manage Vera’s office space (setting-up workstations, waste disposal, security items, etc.) _
- _Monitor the utilities monthly inspections (meter readings) _
- _Administrative _
- _Manage the office budget (including utilities consumption) _
- _Handle insurance-related tasks (policy renewal, invoicing surveys, documentation, etc.) _
- _Execute monthly expense report related to credit card expenditures _
- Process the office lease renewal with the property owner (Landlord) _
- _Asset / inventory management _
- _Oversee equipment repairs (laptops, monitors, furniture, etc.) _
- _Ensure that all billing and invoices related to facilities and insurance are accurately processed and made available to the Finance department (Accounts Payable team) _
- _Procurement _
- _Procure weekly office supplies, such as snacks, based on inventory levels and demand, and ensure proper storage of all items _
- _Purchase new equipment (such as laptops, monitors, electrical devices, etc) followed by installation when required _
- _Purchase cleaning / stationary supplies (monthly) _
- _General _
- _Oversee the Health and Safety policies, procedures and local surveys in compliance with local legislation _
- _Create and update document that defines “Office General Rules/Guidance for Staff” _
- _Reception tasks (visitor’s management including pertained budget/approvals) _
- _Organize company events _
- _Welcome new hires on first day and inform new hires about office guidelines and rules _
- _Address inquiries from property owner (Landlord) _
- _Manage the legal documents and certifications for Vera’s Brazil entity _

**Qualifications and Experience**:
**_Essential: _**:

- _Previous experience working as an Office Assistant, Office Coordinator or other relevant position _
- _Previous experience with facilities management _
- _Technical aptitude and confidence with Google Suite, Microsoft Office Suite, etc. _
- _Good practical experience with office equipment _
- _Demonstrated interest and experience in maintaining a good work environment for Vera staff _
- _Fluency in English language (spoken and written) _
- _Strong organizational and planning skills in a fast-paced environment _
- _Positive, supportive attitude _
- _Able to work independently _
- _Able to go into office daily (Pinheiros, next to the Fradique Coutinho subway station) _

**_Desirable: _**:

- _Bachelor’s degree in Business Administration or a related field _
- _Demonstrated interest in social sector or related fields _

**_Compensation & Benefits _**:

- Vera Solutions offers competitive compensation (including benefits), commensurate with experience and cost of living. _

**_Paid Time Off _**:

- 48 days of paid leave each year, including local and company-wide holidays and a December break. _

**_Health Care _**:

- Vera is passionate about supporting the health of you and your family. We cover medical insurance premiums, including family coverage, up to a maximum amount. _

**_Wellness Leave _**:

- We do not cap sick leave. If you’re sick, we hope you get better _

**_Sabbatical _**:

- To showcase our commitment to employee gro