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 Assistant’s primary focus will be to establish procedures to maximize efficiency and an energizing, productive and safe office environment.

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 Manager 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
  • Manage Vera’s office space (setting-up workstations, waste disposal, security items, etc.)
  • Monitor the utilities monthly inspections (meter readings)
  • Address safety and security issues in a timely manner, following established procedures and reporting to HR/Operations staff
    
• Administrative
  • Manage the office budget, vendor billing, and expense reporting (including utilities consumption)
  • Handle insurance-related tasks (policy renewal, invoicing surveys, documentation, etc.)
  • Process the office lease renewal with the property owner (Landlord)
  • Asset / inventory tracking
  • Coordinate equipment repairs (laptops, monitors, furniture, etc.)
  • Reception tasks (visitor’s management including pertained budget/approvals)
  • Provide support to all staff to ensure that the office remains a positive and productive work environment
  • Manage assigned parking rotation
  • 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) or fittings for the office
  • Oversee the purchase of 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
  • Oversee the Health and Safety policies, procedures and local surveys in compliance with local legislation
  • Welcome new hires on first day and inform new hires about office guidelines and rules

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