Office Assistant

São Paulo

About the role

The Office Assistant is responsible for ensuring an excellent reception, hospitality, and workplace experience. This role combines front desk responsibilities with administrative and facilities support, acting as the main point of contact for visitors, suppliers, and internal teams.

 

What you'll be doing

  • Visitor reception and check-in, including guidance on office policies and procedures
  • Preparation of the environment to welcome clients and guests (organization of the reception area and meeting rooms, water/coffee setup, materials)
  • Preparation of simple reports (e.g., volume of visits, incidents, maintenance requests, mail and delivery flow)
  • Support in communicating general notices (maintenance updates, office policies, internal events)
  • Full management of the Reception area and office hospitality
  • Manage meeting room schedules, agendas, and shared calendars
  • Control office access and visitor registration
  • Receive, register, and organize mail, packages, and deliveries
  • Data entry and record keeping in internal systems
  • Provide basic administrative support to internal teams
  • Register and follow up on office-related occurrences and requests
  • Coordinate and follow up with suppliers and service providers
  • Support building maintenance services, including: requesting quotes, organizing repairs and maintenance activities, following up on service execution
  • General administrative and office support as needed

 

What you'll bring

  • At least 1 year of experience in a similar role (Office Host, Receptionist, Office Assistant, or Facilities support)
  • High school diploma required; technical or administrative education is a plus
  • Proficiency in Microsoft Office and/or Google Workspace
  • Experience managing calendars, meeting rooms, and access control
  • Basic administrative and data entry skills
  • Intermediate English desired
  • Strong communication and interpersonal skills
  • Hospitality mindset and customer-focused attitude
  • Organization and attention to detail
  • Proactive, reliable, and problem-solving oriented
  • Ability to manage multiple tasks in a dynamic environment

 

What's in it for you

  • We have an office in São Paulo City!
  • 30 days paid annual leave
  • Brazilian employment contract
  • Public transportation vouchers
  • Food vouchers
  • Life insurance
  • TotalPass (gym allowance)
  • Clude (preventative healthcare)
  • Onsite in our amazing new office space

 

Visão Geral da Função


O(a) Assistente de Escritório(a) será responsável pela gestão completa da recepção, hospitalidade do escritório e suporte administrativo e de facilities, garantindo excelência no atendimento e bom funcionamento do espaço corporativo.

Principais Responsabilidades

  • Gestão total da área de Recepção e da hospitalidade do escritório
  • Recepção e credenciamento de visitantes, incluindo orientação de normas do escritório
  • Preparação do ambiente para receber clientes e convidados (organização da recepção, salas, água/café, materiais)
  • Elaboração de relatórios simples (ex.: volume de atendimentos, ocorrências, manutenção, fluxo de correspondência)
  • Apoio na comunicação de avisos gerais (manutenções, normas, eventos)
  • Controle de agendas de reuniões e organização do uso das salas
  • Controle de acesso às dependências da empresa
  • Recebimento, protocolo e organização de correspondências e encomendas
  • Inserção e atualização de dados em sistemas internos
  • Apoio administrativo básico às áreas internas
  • Registro e acompanhamento de ocorrências do escritório
  • Acompanhamento e interface com fornecedores
  • Suporte aos prestadores de manutenção predial, incluindo: cotação de serviços, organização e acompanhamento de reparos quando necessário
  • Suporte administrativo geral e apoio às rotinas do escritório

Requisitos

Formação e Experiência:

  • Ensino médio completo
  • Experiência mínima de 1 ano em função similar (Recepção, Assistente Administrativo, Facilities ou Office Assistant)

Conhecimentos Técnicos Desejáveis:

  • Pacote Office e/ou Google Workspace
  • Experiência com controle de agendas, salas e rotinas administrativas
  • Organização e controle de informações e registros
  • Inglês intermediário desejável

Competências Comportamentais:

  • Boa comunicação e postura profissional
  • Perfil organizado, proativo e responsável
  • Foco em atendimento e hospitalidade
  • Capacidade de lidar com múltiplas demandas
  • Atenção aos detalhes

 

If you're interested, we encourage you to apply! Every application is reviewed by a member of our team (AI is not used in our recruitment process), and we aim to respond within 48 hours.

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