Workspace Experience Specialist

Job description

Job Summary As Rovo’s Workspace Experience Specialist, you’ll own the day-to-day operations of our office and help create a workplace that’s organized, welcoming, and reflects our culture. You’ll combine strong admin and coordination skills with a great eye for detail, keeping everything running smoothly while elevating the overall office experience for the team. Key Responsibilities Office operations & administration Handle administrative duties, including (but not limited to) document management, scheduling, and office supplies maintenance. Coordinate office suppliers (cleaning, maintenance, deliveries, repairs, utilities, etc.), ensuring service quality and timely resolution of issues. Keep the office running smoothly day-to-day, anticipating needs and solving problems quickly. Coordinate Health & Safety Compliance by managing basic workplace safety procedures, first-aid kit restocking, incident logging, and vendor compliance documentation. Be the point person for office issues (repairs, HVAC, internet, access badges/keys), escalating when needed. Manage visitor access, meeting room readiness, and office hospitality (snacks, coffee, lunch orders when required). Improve internal workflows (vendor list, SOPs, onboarding checklists, inventory tracker) so operations are consistent and scalable. Manage incoming/outgoing mail, couriers, returns, and document shipments. Maintain a sustainability and cost optimization mindset by reducing waste, negotiating with vendors, and proposing office improvements that balance quality and cost. Keep our car fleet organized (maintenance schedules, insurance/inspection tracking, cleaning, usage coordination, and vendor coordination as needed) as well as parking spots. Help maintain tidy, functional shared spaces (meeting rooms, kitchen, storage areas), and continuously improve the office setup for comfort and productivity. Purchasing, inventory & asset management Take charge of purchasing office supplies, furniture, and equipment , ensuring they align with the office aesthetic and meet team needs. Maintain an organized inventory of office assets and supplies, reordering as necessary to prevent shortages. Manage office-related budgets (as applicable), track spend, and keep receipts/invoices organized. Coordinate with IT/provider for equipment ordering, repairs, replacements, and basic office tech readiness (without being the IT owner). Onboarding & culture support Assist in onboarding activities, ensuring new hires are seamlessly integrated into the company culture (welcome setup, desk readiness, office tour, first-day logistics). Organize team events (in-office celebrations, off-sites, team moments), coordinating logistics end-to-end. Executive & travel support Support the CEO and VPs with traveling (basic itinerary coordination, bookings, document readiness, travel-day support as needed). Preferred Qualifications (Must-have/Nice-to-have) Must-Have 2+ years of experience in office management, workplace experience, facilities coordination, or an operations/admin role with clear ownership of an office environment. Fluent in Portuguese and English, both written and spoken. Proven ability to run day-to-day office operations end-to-end (supplies, vendors, scheduling, maintenance, basic facilities needs). Strong organization and prioritization skills. Excellent communication skills . High discretion and trustworthiness , given proximity to leadership topics, vendors, and company logistics. Comfortable using common tools like Google Workspace, calendar management, spreadsheets for tracking, Notion, or other similar systems. Nice-to-have Comfort working with budgets, invoices, and basic procurement processes. Strong sense of ownership, managing processes from A to Z. Great attention to detail (you care about the workspace feel). Benefits & Working Conditions Health insurance coverage. Flexible work schedules that promote work-life balance. Generous allocation of 26 vacation days per year. Collaborative and supportive work environment. Opportunity for professional growth and development. Modern and well-equipped office space in a convenient location.