Administrative Assistant for Snowflake managing calendars and operations for Engineering Directors in Europe. Enhancing operational efficiency and ensuring global collaboration across teams.
About the role
- Coordenador Administrativo managing facilities operations for Evoltz. Overseeing contracts, travel coordination, and fleet management.
Responsibilities
- Coordinate and lead the facilities team, assigning tasks, setting goals, and ensuring responsibilities are fulfilled;
- Ensure that office and operational site facilities are fully operational, carrying out preventive and corrective maintenance, as well as managing improvement projects;
- Prepare and monitor facilities schedules for the office and operational sites, based on regulations and resolutions governing inspections;
- Ensure replenishment of materials for the office and operational sites;
- Provide support to employees regarding administrative and facilities issues, resolving problems and ensuring a comfortable work environment;
- Ensure that facilities operating documents (IPTU, ITR, insurance, etc.) are up to date and paid on time;
- Responsible for managing contracts within the area of responsibility: Security, Reception/Gatehouse, Cleaning and Upkeep;
- Work in partnership with office and operational site leaders to plan and execute facilities and administrative actions related to active contracts, ensuring continuity and preservation of operations;
- Manage area contracts to ensure compliance with predefined clauses, deadlines, adjustments, the need for amendments, as well as verification of services rendered;
- Negotiate better contractual terms with suppliers related to facilities and administrative demands, aiming for savings, efficiency and improvements;
- Ensure that all suppliers comply with required safety policies and regulations, identify risks and support their safety measures;
- Ensure delivery of contractually required supplier documentation to the document management provider;
- Coordinate travel-related requests;
- Ensure quality and efficiency in travel agency services;
- Coordinate travel planning and coordination processes;
- Ensure compliance with the travel policy, continuously advising employees;
- Monitor and control travel expenses;
- Perform monthly forecast follow-up for the area of responsibility;
- Prepare the area budget, monitor it and present results monthly to management;
- Create, update and roll out administrative and facilities policies related to the area, such as: travel, fleet and facilities/administrative;
- Responsible for decommissioning, construction works and minor renovations of facilities, when necessary;
- Manage Evoltz's fleet;
- Coordinate preventive and corrective maintenance of the fleet, ensuring all vehicles are in good working and safe condition;
- Use tracking and telematics systems to monitor vehicle location and performance, optimizing routes and driver behavior;
- Control fuel consumption and implement strategies to improve fleet energy efficiency;
- Ensure all employees authorized to drive company vehicles are familiar with vehicle safety procedures, usage guidelines and available resources;
- Ensure all employees authorized to drive company vehicles hold a valid driver's license (CNH) within the expiry date;
- Work with the HSE team (Health, Safety and Environment) to ensure all employees authorized to drive company vehicles receive safety training and guidance;
- Ensure all vehicles have up-to-date documentation and valid insurance;
- Manage the fleet budget, controlling rental, maintenance, fuel and other fleet-related costs;
- Prepare regular reports on fleet performance, fines, damages and incidents;
- Support Management in renewing Operational Risk, Civil Liability, Property and D&O insurances, as well as assist in claims management;
Requirements
- Education: Bachelor's degree in Business Administration, Production Engineering or related fields.
- Experience in managing outsourced contracts (cleaning, maintenance, security).
- Advanced MS Office skills, especially Excel.
- Experience/knowledge of Fleet Management tools.
- Previous experience in travel management.
- Knowledge of corporate procedures.
Benefits
- Vale Flex (meal/food allowance)
- Health insurance
- Dental plan
- Life insurance
- PLR (profit-sharing)
- Mobility allowance
- Gympass
- Day off
- Short Friday
- Hybrid work schedule (3 days in office / 2 days remote)
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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