Job Summary We are seeking a dynamic and proactive Administrative Business Partner to support our Latin America offices, primarily based in São Paulo, Brazil. This role is crucial in ensuring the smooth operation of our regional offices, providing administrative support to our team, facilitating effective communication across different functions within the company, and continuously finding ways to improve our global processes while providing best-in-class support to our stakeholders. The ideal candidate will be a highly organized, detail-oriented professional with exceptional interpersonal skills and the ability to manage multiple tasks efficiently. Brazil Office Management Responsibilities (50%): Office Environment: Workspace Maintenance: Ensure that the office environment is clean, organized, and conducive to productivity. This includes regular checks on the cleanliness of common areas, meeting rooms, and individual workspaces.Catering and Refreshments: Manage daily provisions such as coffee, snacks, and catering for meetings. Ensure that these are replenished regularly and maintain quality standards.Visitor Management: Oversee the process for managing visitors, including greeting guests, providing visitor passes, and ensuring they have a positive experience in the office.Maintenance Coordination: Act as the primary point of contact for any building maintenance issues. Coordinate with property management and maintenance teams to address repairs, heating/cooling issues, and other facility-related concerns.Security Management: Oversee office security measures, including access control systems, visitor logs, and coordination with building security teams.Regulatory Compliance: Ensure that the office adheres to all local health and safety regulations, including fire safety, emergency exits, and first aid readiness. Conduct regular safety audits and drills.Supplies and Inventory Management: Office Supplies: Manage the inventory of office supplies such as stationery, printing materials, and other necessary equipment. Regularly assess stock levels and place orders to ensure that supplies are always available without overstocking.IT Equipment: Work with the IT department to manage and track office technology, including computers, printers, and other electronic devices. Ensure that all equipment is in good working condition and coordinate repairs or replacements as needed.Vendor and Service Provider Coordination: Vendor Management: Build and maintain relationships with vendors and service providers, including cleaning services, maintenance companies, and office supply vendors. Negotiate contracts and ensure that services are delivered to agreed standards.Billing and Payments: Oversee billing and payment processes related to office management, ensuring that invoices are accurate and paid on time.Office Relocation Management: Planning and Coordination: Lead the planning and execution of office relocations or expansions. This includes identifying and securing new office space, coordinating with property managers, and ensuring all logistical details are handled seamlessly.Vendor and Service Management: Manage relationships with moving companies, IT specialists, and other vendors involved in the relocation process. Ensure that all equipment, furniture, and supplies are moved efficiently and securely.Minimizing Disruption: Develop and implement strategies to minimize disruption to daily operations during the move. This includes creating a detailed moving schedule, communicating with employees, and setting up the new office space to be fully functional from day one.Post-Move Setup: Oversee the setup of the new office, including layout design, IT infrastructure installation, and ensuring that all facilities are operational. Address any issues that arise during the transition and ensure a smooth settling-in process for all employees.LATAM Accounting and Budgeting Oversight (50%): Accounting Oversight: Third-Party Accountant Management: Oversee and manage relationships with local third-party accountants across Latin America offices. Ensure they receive accurate and timely information required for financial reporting and compliance.Monthly Reconciliation: Perform monthly reconciliations of financial statements, ensuring all transactions are accurately recorded and discrepancies are addressed promptly.Financial Compliance: Ensure that all financial activities comply with local regulations and company policies. Coordinate with third-party accountants to maintain accurate records and timely tax filings.Audit Coordination: Assist in coordinating external audits by providing necessary documentation and liaising with auditors to ensure smooth audit processes.Budgeting Oversight: Budget Preparation: Collaborate with regional leadership to prepare annual budgets for the Latin America offices. This includes gathering input from various departments, forecasting expenses, and aligning the budget with the company's strategic objectives.Budget Tracking and Reporting: Monitor and track actual financial performance against the budget, providing regular reports to management. Identify and analyze variances, offering insights and recommendations to stay within budgetary limits.Cost Control: Work with department heads to implement cost-saving measures and ensure budget adherence across all offices.Other: Cross-Functional Collaboration: Work closely with various departments, including HR, Finance, and IT, to support regional business needs and ensure seamless operations.Project Management: Assist in the planning and execution of special projects, including team-building activities, and other initiatives aimed at enhancing employee engagement and productivity.Document Management: Maintain and organize important documents, including contracts, reports, and other corporate records.Qualifications: Education: Bachelor's degree in business administration or accounting.Experience: Minimum of 3-5 years of experience in an administrative or accountant role, preferably within a multinational organization.Language Skills: Fluency in Portuguese and English is required. Proficiency in Spanish is highly desirable.Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with office management software or tools. Experience with NetSuite is a plus.Communication: Excellent verbal and written communication skills with the ability to interact professionally with diverse stakeholders.Organizational Skills: Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously.Problem-Solving: Ability to anticipate needs, think critically, and offer solutions in a fast-paced environment.Cultural Sensitivity: Awareness and understanding of cultural differences in Latin America, with the ability to work effectively across diverse teams.Adaptability: Flexibility to adjust to changing priorities and manage a variety of tasks with a positive attitude.Benefits: Competitive salary and benefits package.Opportunity to work in a diverse and dynamic environment.Professional development opportunities.Flexible working arrangements.
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