Office Coordinator, São Paulo

We are looking for a rockstar Office Coordinator that will join our Workplace Services team. This individual will take a great deal of pride in ensuring the smooth operation of Spotify’s office in São Paulo. As a part of Global Workplace Services team you will be in charge of keeping our space tidy, organized, full of what everyone needs and running like a well oiled machine.

What you’ll do

  • Oversee all sites in assigned portfolio
  • Prepare and maintain facilities records/reports
  • Assist in developing and administering annual Facilities operating budget
  • Ensure accuracy of vendor invoices, and that all landlords and vendors are paid on time
  • Negotiate all facilities service contracts to maximize cost effectiveness,
  • Manage and oversee all facilities vendors (such as cleaning, repairs and maintenance team) onsite
  • Manage and resolve all  Facilities tickets through our Jira system in a timely manner
  • Ensure all site documentation is in place, including O&M, floor plans, and playbooks
  • Manage space planning which includes updating of  floor plans and seating plans
  • Coordinate office moves, set up of new offices, and re-shuffling of existing offices
  • Organize and maintain  inventory of pantry and office supplies
  • Responsible for fire protection, which includes reviewing of emergency evacuation plan and fire safety induction for all employees
  • Maintain upkeep of the office, including kitchen and pantry
  • Ensure compliance with local health and safety standards and industry codes
  • Manage preventive and emergency maintenance of facility equipment, including but not limited to HVAC, lightings and kitchen appliances
  • Respond to emergencies, facility alarms and system failures through a robust emergency escalation plan
  • Conduct and document regular facilities inspections and audits
  • Manage reception,  if required for your location
  • Assist with onsite events set up and tie down
  • Implement best practice processes to increase efficiency
  • Collaborate with cross functional teams such as Security, HR and IT to ensure office needs are met
  • Collaborate with HR and IT to ensure that new hires are set up on their Day 1
  • Be the eyes and ears on the ground for the Global Design and Build team
  • Act as an extension of the global PX team in your local office

Who you are

  • You have at least 3 years of experience in a similar role
  • Excellent verbal and written communication and social skills, proficiency in English
  • You are a passionate colleague
  • You have excellent social skills and an ability to remain calm in challenging situations
  • You have good self management skills and a can-do-attitude

We are proud to foster a workplace free from discrimination. We strongly believe that diversity of experience, perspectives, and background will lead to a better environment for our employees and a better product for our users and our creators. This is something we value deeply and we encourage everyone to come be a part of changing the way the world listens to music.

Psst! If this job is your perfect match and you want some inside tips before you apply, read this blog post by our Head of Talent Acquisition Fredrik Johnsson.

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