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Office Manager

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 Sao Paulo, Brasilien
Personalwesen, Englisch
51
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Beschreibung:

What it's about

Our (COMPANY NAME) São Paulo office is seeking a temporary, maternity cover, Office Manager for at 6+ month contract assignment. This temporary Office Manager role is an exciting role to partner and collaborate with global business units including (but not limited to) Corporate Finance, Human Resources, IT, as well as assist the on-site team with their day-to-day mandates.

Core Responsibilities:

* Work in collaboration with the Office Head to enforce and control adherence to global and local directives, policies and other instructions

* Responsible for arranging the maintenance of the office alarm system (smoke detector, evacuation light sign, etc.) and building access control in-line with regulatory, fire brigade (check extinguisher, hydrant validity)

* Supervise and monitor the work of the office cleaning staff

* Liaise with building management to ensure actions are taken related for the office lease agreement

* Facilities: responsible for scheduling visits and maintenance, contract negotiation including SLAs with various suppliers

* File and maintain third party contracts in Siebel

* Communicate and coordinate with Project Team & Office Planning in Zug, for any build out, furnishing requirements, etc.

* Work together with the Office Head to advise and enforce adherence to global and local directives, policies and other instructions

* Monitor usage and purchase office supplies and IT related items

* Arrange the maintenance of the office alarm system (smoke detector, evacuation light sign, etc.) and building access control in-line with regulatory, fire brigade (check extinguisher, hydrant validity)

* Help build request for proposal (RFP) for any new third-party service providers

* Reception duties, include:

* Answer main phone line (general calls and building reception calls, PG Brazil is located on the 11th floor)

* Welcome all guests and serve coffee, tea, refreshments

* Provide building entry badge for visitors and new employees

* Print, collate and bind meeting documents

* Guide the team with HR, IT, Finance questions, providing the 'how to' and showing them the paths to resolution

* Install new monitors, cables, etc., to support IT needs locally

* Keep meeting rooms organized and clean

* Organize airport transfers and support for foreign visitors involved in events for the São Paulo office team (including organization of internal lunches, logistics, etc.)

* Off-site coordination, including hiring a venue, catering, etc.

* Purchase cake, gifts for the team on special occasions (birthdays, wedding, new-born baby, etc.)

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What we expect

Executive Assistant Responsibilities (Supporting Members of Management and above):
* Logistics include; book flights, hotel bookings, car rentals, restaurant reservations, etc.
* Complete expense reports through Concur
* Schedule meetings
* YPO (Young Presidents' Organization) renewal of membership for the Managing Director, and confirming presence at any events
* Minimal personal assistant support to the Managing Director/Office Head, i.e. general mailing/deliveries in and out of the office on an ad hoc basis, book travel personal extensions as part of a business trip, and support when he would otherwise need to invest considerable work time to sort out ad hoc matters
Corporate Finance Responsibilities:
* Approve all invoices for accounts payable in Abacus (receive about 70 per month)
* Budget management; collaborate with Regional Head of Accounting to define budget based on the expenses mentioned above
* Intermediate person between local accountancy service provider and Tax Team (queries regarding tax invoices)
* Involved in the external audit process (KPMG)

Human Resources Responsibilities:
* Review and approve payroll that is sent every other week from local outsourced provider
* New hire orientation and onboarding
* Vacation tracking for the São Paulo team
* Liaising with the HR team and the local service provider regarding São Paulo office benefits (life, healthcare plan, public transportation, voucher meal)
* Intermediate person between local accountancy service provider and HR (salaries, contracts, holidays, missing payments, etc.)
* Responsible for expat documentation issued in Brazil (visa, drive license, Taxpayer Registration Number, Employment Record Card)

IT Responsibilities:
* Provide basic support for IT projects, assist in troubleshooting activities and maintenance of IT infrastructure
* Information gathering to IT for annual budget planning
* Work with IT to ensure orders are received and delivered (monitors, laptops, keyboards, mouse, cell phones, etc.)
* Involved in the disaster recovery process; in an environmental incident, this person is responsible for contacting the local internet provider, as well as electricity provider in order to recover and ensure operations are back up and running in a timely manner

What we offer

Competitive Benefits

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Quelle: Website des Unternehmens
Datum: 22 Jul 2020
Dauer: 6 Monate
Sprachkenntnisse: Englisch
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