17-05-2021
Office Operations Specialist
At Xpand IT, the Human Resources & Logistics department is responsible for ensuring the best experience for all the employees, candidates, partners and customers who interact with us.
The Logistics area is responsible for ensuring the wellbeing, quality and comfort of all employees and visitors to our offices, as well as supporting our employees on business trips.
The Human Resources area is concerned with the entire journey of all our employees (and potential employees) from their first contact with Xpand IT. It ensures that there is a rigorous recruitment process and a welcoming onboarding so that everyone is well received and integrated. It is responsible for the good management of all benefits, partnerships and protocols, as well as energising the Xpanders community, always with the aim of promoting the Xpand IT culture, a human culture based on strong values, the main objective of which is to create lasting, trusting relationships that guarantee every Xpander’s personal and professional development.
YOUR ROLE
As an Office Operations Specialist, you will support Xpand IT’s continued growth. You will be responsible for maintaining the office’s services, operations and proper use, to ensure a great experience for all employees and external visitors.
Your daily activities will include:
- Maintaining the full operation of our offices, in terms of occasional repairs and interventions where required (in coordination with external suppliers);
- Managing the relationship with office services suppliers to ensure the correct maintenance of workspaces (such as cleaning, food supplies);
- Listening to employee feedback to ensure their day-to-day well-being and comfort at the office;
- Receiving and forwarding customers, suppliers and candidates at our offices;
- Managing travel and accommodation requests (in coordination with external providers);
- Optimising processes and improving our supplier network by carrying out procurement tasks;
- Checking office correspondence, receiving packages and answering phone calls;
- Guaranteeing materials and goods replenishment;
- Ensuring repairs around the office, where necessary.
- Ensuring the confidentiality, integrity and availability of all information.
- Complying with all applicable Information Security Management System documents and procedures.
- Contributing proactively to the protection of information, including sharing verbally sensitive information
SKILLS YOU NEED TO HAVE
- High school or bachelor’s degree (or equivalent)
- Good knowledge of MS Office or similar productivity software tools
- Good communication skills
- Excellent interpersonal skills
- Accuracy and keen attention to detail
- Professionalism, organisational skills and a high sense of responsibility
- A thirst for innovation and improvement
- Proactive approach to problem-solving and continuous improvement
- English proficiency
// Extra points to:
- Previous experience working for a tech company, managing offices with 50+ staff
- Experience with Microsoft Office, Microsoft Teams, Jira Service Desk, ERPs
Liliana Santos, Office Operations Specialist
@Xpand IT
At Xpand IT and especially in the Logistics team, I have plenty of opportunities to learn and grow professionally and personally. Our role is to guarantee that we create the best experience and environment inside and outside our offices. We have amazing relationships with all teams! Your days will never be boring, and you’ll feel grateful to know that people can count on you. It’s gratifying to work with such nice people and at the same time do what you really like.
