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Job Description
The Office Manager is responsible for the day-to-day management and maintenance of Ares' Sao Paulo office. This role oversees all aspects of office operations, including covering Reception and facilities services, building maintenance, vendor management, security, hospitality, and mailroom services. The Office Manager coordinates service providers, supervises infrastructure upkeep, manages contracts and compliance, and ensures the office environment is safe, efficient, and well-maintained. Additional responsibilities include office space planning, seating assignments, emergency preparedness, and implementation of sustainability initiatives, in close collaboration with the EMEA Corporate Services Regional Manager to ensure alignment with regional standards and protocols.
Primary functions and essential responsibilitiesFacilities Management
- Oversees the proper functioning of office infrastructure, ensuring timely repairs and preventive maintenance.
- Coordinates civil maintenance activities including electrical systems, plumbing, wall repainting, and general repairs.
- Ensures execution and monitoring of VAV (Variable Air Volume) system maintenance, as well as air and water quality control, including CO₂ level monitoring, to maintain a healthy and compliant indoor environment.
- Manages outsourced services such as cleaning, reception, and pantry support, ensuring service quality and adherence to safety standards.
- Provides the physical infrastructure required for IT implementations, including cabling, workspace setup, and coordination of equipment installation.
- Administers the office lease contract, including renewals, negotiations, and fulfillment of contractual clauses.
- Oversees the management and execution of the fruit daily delivery to the office.
- Administer the hiring and management of office insurance policies in partnership with Ares point of contact:
- General risk insurance (comprehensive coverage including fire hazards)
- Third-party liability insurance (general liability)
- Coordinates annual pest control services and ensures timely replacement of fire extinguishers.
- Organizes and ensures completion of fire brigade training and first aid training for designated staff.
Operational Support Services
- Coordinates internal department support services, including logistics and external providers such as notary services, specialized printing, courier, and mail.
- Manages procurement and inventory of office supplies.
- Controls contracts and payments related to office services and operational expenses.
- Implements and monitors administrative procedures to ensure consistency, efficiency, and compliance.
Additional Responsibilities
- Budgeting & Reporting: Tracks facility-related expenses and assist Regional Lead with budget planning and cost control.
- Space & Seating Plan: Coordinates office layout changes, furniture maintenance and seating assignments in collaboration with the EMEA Corporate Services Regional Manager.
- Sustainability Initiatives: Promotes eco-friendly practices such as recycling programs.
- Emergency Preparedness: Maintains emergency protocols, evacuation plans, and first aid readiness.
- Vendor Performance Management: Monitors service quality and conducts periodic evaluations of contractors and suppliers.
- Administering and monitoring Access Control and CCTV, pulling badge reports as per Ares protocol.
RECEPTIONIST:
- Open and close reception front desk and monitor the reception area during assigned shift.
- Act as a "go to" point of contact for clients and guests, welcoming them to the firm in a professional manner and connecting them with their Ares point of contact.
- Assist as needed with conference room allocation decision-making and coordinate with external catering companies where needed to provide catering for meetings.
- Submit facility and technology requests as needed for items that need to be addressed.
- Answer a high volume of reception desk calls and emails and route them to the appropriate parties.
- Work independently and prioritize tasks with a high level of attention to detail.
- Demonstrate a strong understanding of front desk responsibilities and procedures, with the ability to contribute to ongoing process improvement discussions.
Education: Bachelor's Degree or equivalent work experience
Experience Required: Minimum 5 years' experience in a corporate services environment
General Requirements: Bilingual (English & Portuguese)
Reporting Relationships
Facilities Manager, EMEAThere is no set deadline to apply for this job opportunity. Applications will be accepted on an ongoing basis until the search is no longer active.
