Job Summary As Rovo’s Workspace Experience Specialist, you’ll own the day-to-day operations of our office and help create a workplace that’s organized, welcoming, and reflects our culture. You’ll combine strong admin and coordination skills with a great eye for detail, keeping everything running smoothly while elevating the overall office experience for the team. Key Responsibilities <h3 style="line-height:1.38;text-align:justify;margin-top:14pt;margin-bottom:4pt;">Office operations & administration</h3><ul style="margin-top:0;margin-bottom:0;"><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Handle administrative duties, including (but not limited to) document management, scheduling, and office supplies maintenance.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Coordinate office suppliers (cleaning, maintenance, deliveries, repairs, utilities, etc.), ensuring service quality and timely resolution of issues.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Keep the office running smoothly day-to-day, anticipating needs and solving problems quickly.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Coordinate Health & Safety Compliance by managing basic workplace safety procedures, first-aid kit restocking, incident logging, and vendor compliance documentation.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Be the point person for office issues (repairs, HVAC, internet, access badges/keys), escalating when needed.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Manage visitor access, meeting room readiness, and office hospitality (snacks, coffee, lunch orders when required).</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Improve internal workflows (vendor list, SOPs, onboarding checklists, inventory tracker) so operations are consistent and scalable.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Manage incoming/outgoing mail, couriers, returns, and document shipments.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Maintain a sustainability and cost optimization mindset by reducing waste, negotiating with vendors, and proposing office improvements that balance quality and cost.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Keep our car fleet organized (maintenance schedules, insurance/inspection tracking, cleaning, usage coordination, and vendor coordination as needed) as well as parking spots.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Help maintain tidy, functional shared spaces (meeting rooms, kitchen, storage areas), and continuously improve the office setup for comfort and productivity.</li></ul><h3 style="line-height:1.38;text-align:justify;margin-top:14pt;margin-bottom:4pt;">Purchasing, inventory & asset management</h3><ul style="margin-top:0;margin-bottom:0;"><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:rgb(0,0,0);background-color:transparent;font-style:normal;text-decoration:none;">Take charge of purchasing office supplies, furniture, and equipment, ensuring they align with the office aesthetic and meet team needs.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Maintain an organized inventory of office assets and supplies, reordering as necessary to prevent shortages.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Manage office-related budgets (as applicable), track spend, and keep receipts/invoices organized.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Coordinate with IT/provider for equipment ordering, repairs, replacements, and basic office tech readiness (without being the IT owner).</li></ul><h3 style="line-height:1.38;text-align:justify;margin-top:14pt;margin-bottom:4pt;">Onboarding & culture support</h3><ul style="margin-top:0;margin-bottom:0;"><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Assist in onboarding activities, ensuring new hires are seamlessly integrated into the company culture (welcome setup, desk readiness, office tour, first-day logistics).</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Organize team events (in-office celebrations, off-sites, team moments), coordinating logistics end-to-end.</li></ul><h3 style="line-height:1.38;text-align:justify;margin-top:14pt;margin-bottom:4pt;">Executive & travel support</h3><ul style="margin-top:0;margin-bottom:0;"><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Support the CEO and VPs with traveling (basic itinerary coordination, bookings, document readiness, travel-day support as needed).</li></ul> Preferred Qualifications (Must-have/Nice-to-have) Must-Have<ul style="margin-top:0;margin-bottom:0;"><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:rgb(0,0,0);background-color:transparent;font-style:normal;text-decoration:none;">2+ years of experience in office management, workplace experience, facilities coordination, or an operations/admin role with clear ownership of an office environment.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Fluent in Portuguese and English, both written and spoken.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Proven ability to run day-to-day office operations end-to-end (supplies, vendors, scheduling, maintenance, basic facilities needs).</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Strong organization and prioritization skills.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Excellent communication skills.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">High discretion and trustworthiness, given proximity to leadership topics, vendors, and company logistics.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Comfortable using common tools like Google Workspace, calendar management, spreadsheets for tracking, Notion, or other similar systems.</li></ul> Nice-to-have<ul style="margin-top:0;margin-bottom:0;"><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Comfort working with budgets, invoices, and basic procurement processes.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Strong sense of ownership, managing processes from A to Z.</li><li style="list-style-type:disc;font-size:11pt;font-family:Arial, sans-serif;color:#000000;background-color:transparent;font-weight:400;font-style:normal;text-decoration:none;">Great attention to detail (you care about the workspace feel). </li></ul> Benefits & Working Conditions <ul><li>Health insurance coverage.</li><li>Flexible work schedules that promote work-life balance. </li><li>Generous allocation of 26 vacation days per year.</li><li>Collaborative and supportive work environment.</li><li>Opportunity for professional growth and development.</li><li>Modern and well-equipped office space in a convenient location.</li></ul>

Workspace Experience Specialist @ rovo-portugal-unipessoal-lda

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