Office Operations Contractor

VTEX•New York, NY

8d•Onsite

About The Position

This is an engagement-based contract, not an employment position. The consultant will provide office operations and workplace services within a clearly defined scope, maintaining autonomy over how services are delivered and retaining the ability to work with other clients. 1. Office Operations & Inventory Management Manage and organize office and kitchen inventory, including supplies, groceries, snacks, and coffee station needs. Coordinate weekly grocery orders and ad-hoc requests. Liaise with building management and external vendors (cleaning, maintenance, repairs, catering) to ensure service quality and issue resolution. Monitor office conditions and proactively address operational needs. Support with meeting room equipment and the functioning of dashboards. 2. Administrative & Logistics Support Receive, sort, securely store and manage physical mail at the NYC office. Scan and share any correspondence notifications or invoices with HQ teams through the internal communication system, and coordinate physical forwarding of required documents from the Miami office. Organize and distribute office-related assets (e.g., welcome kits, benefits cards, equipment). Collect, organize, and submit office-related invoices for payment processing. Coordinate day-to-day activities with pre-approved vendors under guidance of VTEX Ops / Finance / Legal. Monitor service execution (cleaning, building services, etc.) and report issues or improvement needs to the internal VTEX owner. Collect invoices and documentation and submit them for internal approval and payment processing. No authority to sign, renegotiate, amend, or terminate contracts. Send and manage VTEX correspondence via FedEX or DHL or related delivery provided whenever required. 3. Events & Workplace Experience Support Coordinate and support on-site initiatives such as Office Weeks, team happy hours, and internal gatherings. Source and negotiate corporate rates with local hotels. Research hotel options and collect quotes for internal review Coordinate bookings after internal approval Act as on-site/logistics support for approved events and visits Manage reservations and logistics for visiting executives and team members. Continuously assess the office experience and recommend improvements, optimizing space usage, on-site services, and initiatives to better support team needs. For this position you are required to attend the office 4 days a week (Monday - Thursday), and remote work on Friday.

Requirements

Proficiency in English; Portuguese is a plus.
Proven experience providing office operations or administrative services (e.g., Office Manager, Administrative Assistant, Workplace Operations).
Morning availability preferred, with flexibility to extend hours as needed for events or urgent relocation-related tasks.
Strong organizational and time-management skills
Excellent vendor and negotiation abilities
High attention to detail
Ability to gather input from multiple stakeholders and turn requirements into well-prioritized, actionable outcomes

Responsibilities

Manage and organize office and kitchen inventory, including supplies, groceries, snacks, and coffee station needs.
Coordinate weekly grocery orders and ad-hoc requests.
Liaise with building management and external vendors (cleaning, maintenance, repairs, catering) to ensure service quality and issue resolution.
Monitor office conditions and proactively address operational needs.
Support with meeting room equipment and the functioning of dashboards.
Receive, sort, securely store and manage physical mail at the NYC office.
Scan and share any correspondence notifications or invoices with HQ teams through the internal communication system, and coordinate physical forwarding of required documents from the Miami office.
Organize and distribute office-related assets (e.g., welcome kits, benefits cards, equipment).
Collect, organize, and submit office-related invoices for payment processing.
Coordinate day-to-day activities with pre-approved vendors under guidance of VTEX Ops / Finance / Legal.
Monitor service execution (cleaning, building services, etc.) and report issues or improvement needs to the internal VTEX owner.
Collect invoices and documentation and submit them for internal approval and payment processing.
Send and manage VTEX correspondence via FedEX or DHL or related delivery provided whenever required.
Coordinate and support on-site initiatives such as Office Weeks, team happy hours, and internal gatherings.
Source and negotiate corporate rates with local hotels.
Research hotel options and collect quotes for internal review
Coordinate bookings after internal approval
Act as on-site/logistics support for approved events and visits
Manage reservations and logistics for visiting executives and team members.
Continuously assess the office experience and recommend improvements, optimizing space usage, on-site services, and initiatives to better support team needs.