Facilities Analyst

Arvore; São Paulo; Hybrid; BRL 90,000 - 120,000; Full time

Job summary

ARVORE in São Paulo is seeking an organized Facilities and Events coordinator to manage day-to-day operations, maintenance, purchasing, and corporate travel logistics. You will oversee office infrastructure and support our hybrid/home-office model while leading the annual calendar for national and international events.

Collaborate with IT for equipment logistics, negotiate vendors, plan venues, catering, and transport for all-hands, kickoffs, meetups, and trade shows.

Qualifications

• Previous experience as an analyst in Facilities routines, corporate logistics, and event management.
• Fluent English (mandatory).
• Proficiency in Excel/Google Sheets and task management tools.
• Must reside in São Paulo with availability for in-person work, mandatory attendance on event days, and availability for national and international travel.

Responsibilities

• Ensure daily office infrastructure, cleanliness, organization, and operations, creating a safe, functional, and high-quality work environment for the team.
• Manage preventive and corrective maintenance routines at headquarters, coordinating renovations, repairs, new installations, and overseeing building service vendors.
• Manage inventory control, supply purchasing, and logistics for sending and receiving supplies for both the office and remote/home-office partners.
• Work in close collaboration with the IT team on corporate logistics for shipping, receiving, and tracking work equipment.
• Plan and execute end-to-end logistics for internal and external events (such as all-hands, kickoffs, meetups, trade shows, summits, and brand activations), taking ownership of venue rentals, setup, technical infrastructure, transportation, and catering.
• Map, negotiate, onboard, and maintain an updated vendor database for Facilities and Events (venues, catering, maintenance, production agencies, merchandise/swag, and printing services), conducting ongoing vendor performance reviews.
• Manage national and international corporate travel logistics for the team and leadership, including issuing flights, booking accommodations, ground transportation, and aligning executive schedules for events with clients and partners.
• Monitor and update the annual operations and events calendar, aligning strategic dates, infrastructure demands, and leadership schedules in advance.
• Propose and implement improvements, processes, and new standards for Facilities management and company logistics support.

Skills

Fluent English

Organizational skills

Tools

Excel

Google Sheets

Task management tools

Job description

We are ARVORE, a startup in the virtual reality content creation scene.

ARVORE is looking to hire a technically adept, creative individual to complement our team. You will have the opportunity to work on innovative immersive and narrative-driven XR experiences, iterating and prototyping with a high level of creative freedom and with the opportunity to guide the direction of some of these endeavors.

Our process emphasizes teamwork, agility and multidisciplinarity. We are looking for a passionate and self-motivated person with a positive attitude and a genuine team player, who likes to share knowledge and is open to learn from others. We embrace problem solvers, those who aren't afraid to experiment and fail and are ready to create something new.

ABOUT THE ROLE

We are looking for an organized professional with strong interpersonal and relationship-building skills to manage day-to-day Facilities operational routines, maintenance, purchasing, and corporate travel logistics. In addition to overseeing daily office infrastructure and supporting the hybrid/home-office model, you will lead end-to-end management and the annual calendar for the company's national and international events.

KEY RESPONSIBILITIES

• Ensure daily office infrastructure, cleanliness, organization, and operations, creating a safe, functional, and high-quality work environment for the team.
• Manage preventive and corrective maintenance routines at headquarters, coordinating renovations, repairs, new installations, and overseeing building service vendors.
• Manage inventory control, supply purchasing, and logistics for sending and receiving supplies for both the office and remote/home-office partners.
• Work in close collaboration with the IT team on corporate logistics for shipping, receiving, and tracking work equipment.
• Plan and execute end-to-end logistics for internal and external events (such as all-hands, kickoffs, meetups, trade shows, summits, and brand activations), taking ownership of venue rentals, setup, technical infrastructure, transportation, and catering.
• Map, negotiate, onboard, and maintain an updated vendor database for Facilities and Events (venues, catering, maintenance, production agencies, merchandise/swag, and printing services), conducting ongoing vendor performance reviews.
• Manage national and international corporate travel logistics for the team and leadership, including issuing flights, booking accommodations, ground transportation, and aligning executive schedules for events with clients and partners.
• Monitor and update the annual operations and events calendar, aligning strategic dates, infrastructure demands, and leadership schedules in advance.
• Propose and implement improvements, processes, and new standards for Facilities management and company logistics support.

REQUIREMENTS

• Previous experience as an analyst in Facilities routines, corporate logistics, and event management.
• Fluent English (mandatory).
• Proficiency in Excel/Google Sheets and task management tools.
• Must reside in São Paulo with availability for in-person work, mandatory attendance on event days, and availability for national and international travel.

DESIRED PROFILE

Extreme organization, strong communication skills, ease in building relationships and influencing stakeholders (vendors, executives, and internal teams), and a proactive daily attitude.