Veeva [NYSE: VEEV] is the leader in cloud-based software for the global life sciences industry. Committed to innovation, product excellence, and customer success, our customers range from the world’s largest pharmaceutical companies to emerging biotechs. Veeva’s software helps our customers bring medicines and therapies to patients faster.
We are the first public company to become a
Public Benefit Corporation. As a PBC, we are committed to making the industries we serve more productive, and we are committed to creating high-quality employment opportunities.
Veeva is a
Work Anywhere company which means that you can choose to work in the environment that works best for you - on any given day. Whether you choose to work remotely from home or work in an office - it’s up to you.
The Role
The Office Manager is responsible for maintaining Veeva’s Sao Paulo offices to a 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 a 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 the 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 complies 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 & beversetupand rentals
- Work with employees to develop regular gatherings and office events
- Plan and execute annual employee events, including holiday party and summer event
Requirements
- 1+ years of office management experience
- Fluent in both Portuguese and English
- Excellent customer service and communication/interpersonal skills
- Self-starter with a 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
- Experience with small office construction projects
- Understanding of Google applications
#LI-Remote
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.
