Operations Specialist Americas

Há 5 dias

Rio de Janeiro, Rio de Janeiro, Brasil inDriver Tempo inteiro R$35.000 - R$45.000 por ano

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.

Responsibilities

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)

Vendor Invoicing Management

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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