Join our innovative, global team using technology to transform the way the social sector engages with data. We run on passion, blending diverse skill sets and experiences with a collective mission to help organizations tackle challenges and achieve greater impact. We encourage all staff to push their own boundaries and drive the company in exciting new directions. As a social enterprise, we reinvest a majority of our profits in our growth and continued pursuit of our mission and vision.

Position Overview

The Office Adminstrator’s primary focus will be to establish procedures to ensure maximum efficiency and an energizing, productive and safe office environment. You will be responsible for monitoring and coordinating maintenance services, overseeing facilities, managing vendor relationships, and overseeing anything related to ensuring the office functions well. The Office Adminstrator will also be responsible for managing the office budget, processing lease renewals, and supporting insurance matters.

We’re looking for someone who demonstrates strong organizational and planning skills. The ideal candidate will have a positive and supportive attitude, and excellent written and verbal communication skills. We want someone with a demonstrated ability to coordinate competing priorities with professionalism and enthusiasm. You will report directly to the Operations team based abroad, so effective asynchronous communication is essential for this position (primarily via Slack and Google Docs).

Primary Responsibilities:

• Facilities / Maintenance
  • Monitor and coordinate all maintenance services (internet, air conditioning, security, etc.) including preventive/periodic maintenance checks
  • Determine the need for repairs or renovations based on regular inspections (overall office area, laptops, monitors, furniture, etc.)
  • Supervise Vera’s facilities staff (cleaning, technicians, etc.)
  • Source vendors or approach Landlord for repairs
  • Handle all preventive maintenance tasks (e.g. pest control, fire extinguishers)
  • Respond to office related emergencies in a timely manner (this may require occasionally working off-hours)
  • Manage Vera’s office space (setting-up workstations, waste disposal, security items, etc.)
  • Monitor the utilities monthly inspections (meter readings)
  • Monitor office mail
  • Address safety and security issues in a timely manner, following established procedures and reporting to HR/Operations staff
    
• Administrative
  • Manage the office budget (including utilities consumption)
  • Handle insurance-related tasks (policy renewal, invoicing surveys, documentation, etc.)
  • Execute monthly expense report related to credit card expenditures
  • Process the office lease renewal with the property owner (Landlord)
  • Asset / inventory management
  • Oversee equipment repairs (laptops, monitors, furniture, etc.)
  • Ensure that all billing and invoices related to facilities and insurance are accurately processed and made available to the Finance department (Accounts Payable team)
  • Operate within office budget
    
• Procurement
  • Procure weekly office supplies, such as snacks, based on inventory levels and demand, and ensure proper storage of all items
  • Purchase new equipment (such as laptops, monitors, electrical devices, etc) followed by installation when required
  • Purchase cleaning / stationary supplies (monthly)
    
• Actively contribute to a positive office community
  • Foster strong relationships with local and global team members to support collaboration, engagement, and a welcoming office environment
  • Contribute to a culture of trust and respect by communicating about colleagues and workplace matters in a professional, constructive, and confidential manner
  • Demonstrate openness to feedback and a willingness to reflect, adapt, and continuously improve ways of working
    
• General
  • Oversee the Health and Safety policies, procedures and local surveys in compliance with local legislation
  • Create and update document that defines “Office General Rules/Guidance for Staff”
  • Reception tasks (visitor’s management including pertained budget/approvals)
  • Organize company events
  • Welcome new hires on first day and inform new hires about office guidelines and rules
  • Maintain a positive working relationship with the property owner (Landlord) in order to address inquiries and resolve property related matters
  • Provide support to all staff to ensure that the office remains a positive and productive work environment
  • Manage assigned parking rotation

Qualifications and Experience

Essential

• Previous experience working as an Office Assistant, Office Coordinator or other relevant position
• Previous experience with facilities management
• Technical aptitude and confidence with Slack, Google Suite, Microsoft Office Suite, etc.
• Good practical experience with office equipment, maintenance, repairs, etc
• Demonstrated interest and experience in maintaining a supportive and engaging work environment for Vera staff
• Fluency in English language (spoken and written)
• Strong organizational and planning skills
• Positive, supportive attitude
• Able to work independently
• Able to go into office daily 4-5 times per week

Desired

• Demonstrated interest in social sector or related fields