Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $2B in revenue in our last fiscal year with extensive growth potential ahead.
At the heart of Veeva are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We're not just any public company – we made history in 2021 by becoming a public benefit corporation (PBC), legally bound to balancing the interests of customers, employees, society, and investors.
The Office Manager is responsible for maintaining Veeva’s Sao Paulo offices to a very high standard of excellence. This role includes managing all day-to-day office processes, coordinating small projects, helping with some small IT projects and maintaining the overall facilities. This person must be detail-oriented, with strong customer service values, time management skills and the ability to work in a fast-paced environment. This role will manage the office space but will not have any direct reports. This role will report to the Director, Workplace & Facilities and be a member of the Global Workplace Team.
What You'll Do
General Office Management:
Execute daily office walkthroughs to ensure that the office is sparkling clean and fully stocked with the supplies employees need
Work with the Global Workplace Team and contractors to ensure health & safety, including fire safety. Maintain supply of first aid equipment
Manage ordering of food/drinks and supplies, including vendor coordination (janitorial services, utility vendors, food suppliers, etc.) and associated budgets
Ensure a welcoming reception experience for employees and visitors. Manage mail/shipping functions for the office. This individual will be responsible for maintaining a presence near reception
Support new hire onboarding with desk set-up, office tours, and supplies. Set a positive tone for new hires
Act as a point of contact for employee and visitor requests, comments, and concerns
Workplace Projects:
Resolve office requests or issues efficiently
Execute preventative office maintenance and small projects, including budget management
Maintain space plans and support managers as they coordinate personnel moves
Coordinate all purchases of furniture, fixtures, and equipment for the office
Work with property management to ensure maintenance is being performed and all issues are resolved
Ensure the office is compliant with Veeva security standards, including managing the badging process in the office
Event Management:
Manage and coordinate all logistical details for onsite events - meeting rooms, AV setup, food & beverage, and rentals
Work with employees to develop regular gatherings and office events
Plan and execute annual employee events, including holiday party and summer event
Requirements
2+ years of office management experience
Fluent in both Portuguese and English
In office 5 days a week, splitting time between our Vila Olimpia and Santana offices
Experience with small office construction projects/relocations
Excellent customer service and communication/interpersonal skills
Self-starter with positive, can-do attitude. Able to work in a fast-paced environment
Budget management experience
General comfort with computers and IT equipment – we will train you on any specifics
Strong project management skills, able to juggle multiple tasks with accuracy
Intermediate to Advanced MS Office (Word, Excel, PPT)
Ability to lift up to 50lbs
Nice to Have
Understanding of Google applications
Additional Information
#LI-Associate
Veeva’s headquarters is located in the San Francisco Bay Area with offices in more than 15 countries around the world.
Veeva is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances.
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