Administrative coordinator -sp

Requirements & Qualifications

• Bachelor’s degree in Business Administration, Public Administration, Corporate Management, or a related field;
• At least three years of experience in Administration, Facilities, or administrative operations management in Brazil;
• Native or fluent Portuguese, with excellent verbal and written communication skills;
• Fluent English for daily communication and reporting to international management;
• Proficiency in Microsoft Office, especially Excel for controls, budgeting, and data analysis;
• Experience with supplier sourcing, quotations, contract negotiation, and vendor management;
• Practical knowledge of lease agreements, invoice review, and local administrative processes;
• Strong organizational skills, a proactive mindset, discretion, and the ability to manage multiple priorities and emergencies;
• Strong cross-cultural communication skills and the ability to work effectively in a multicultural environment.

Responsibilities

• Coordinate the company’s administrative and facilities operations;
• Plan and implement workplace improvements, including workstations, meeting rooms, pantry, and common areas;
• Manage office infrastructure and maintenance, including utilities, equipment, building management, and safety-related matters;
• Oversee the full lifecycle of expatriate housing, including contracts, payments, maintenance, inspections, move-ins, move-outs, and asset control;
• Source, negotiate with, and manage suppliers for cleaning, security, maintenance, vehicle rental, catering, and office materials;
• Monitor service quality, evaluate supplier performance, and support the resolution of operational issues;
• Review invoices and coordinate payment processes with the Finance team;
• Manage administrative purchases, office supplies, PPE, equipment, fixed assets, and inventory;
• Coordinate domestic travel, accommodation, transportation, airport transfers, and the reception of visitors and international delegations;
• Prepare and monitor administrative budgets, track expenses, and identify cost-reduction opportunities;
• Supervise outsourced teams and ensure compliance with agreed quality standards;
• Maintain organized records of contracts, invoices, inventories, and other administrative documents;
• Prepare periodic reports and communicate key activities, improvement plans, and potential risks to management;
• Collaborate with the Projects, Procurement, Finance, and Human Resources teams to support operational needs.