Office and People Operations Coordinator

XTransfer; São Paulo; On-site; BRL 60,000 - 90,000; Full time

Job summary

XTransfer in São Paulo is seeking an Office and People Operations Coordinator to keep the workplace organized and supportive for staff. You will collaborate with HR, business leaders, and local service providers to manage onboarding, attendance, facilities, and day-to-day employee needs.

The role emphasizes strong communication, discretion with confidential information, and a service-minded approach to ensure a positive employee experience across the office and related operations in Brazil.

Qualifications

• Experience in office administration, HR coordination, or people operations.
• Proficiency in the local language.
• Strong organizational and communication skills; ability to manage multiple tasks.
• Discretion with employee information; service-oriented approach.
• Experience with HR or attendance systems is preferred.

Responsibilities

• Coordinate daily office operations, supplies, facilities, equipment, and maintenance.
• Coordinate onboarding and offboarding, including documentation and access.
• Maintain attendance and leave records; provide inputs to HR/payroll.
• Plan and execute employee events and team activities.
• Liaise with service providers; track invoices and payments.
• Answer routine questions about office services and processes.

Skills

Office admin

HR coordination

People operations

Organizational skills

Communication

Attention to detail

Discretion

HR systems

Tools

Office tools

HR systems

Job description

XTransfer is a global B2B cross-border trade payment platform focused on making international payments simpler, safer and more accessible for SMEs. Founded in 2017, XTransfer connects businesses with global financial institutions and provides solutions including cross-border collections and payments, multi-currency accounts, foreign exchange (FX), and global settlement

Role Overview

Support daily office and people operations, ensuring a well-organized workplace and a positive employee experience. Work closely with HR, business leaders, and local service providers to coordinate employee processes and respond to day-to-day needs.the business.

Job Responsibilities:

• Office Administration: Coordinate daily office operations, including supplies, facilities, equipment, and maintenance, to keep the workplace running smoothly.
• Onboarding and Offboarding Coordination: Coordinate employee documentation, workstation readiness, access arrangements, equipment handover and return, and relevant checklists with HR, IT, and line managers.
• Attendance and Leave Administration: Maintain accurate attendance and leave records, follow up on missing information and pending approvals, and provide relevant inputs to HR or payroll in line with company policies and local requirements.
• Employee Events: Coordinate the logistics and execution of team activities, employee engagement initiatives, and company events, including scheduling, venues, materials, and on-site support.
• Vendor Coordination: Liaise with office and employee service providers, coordinate service delivery, track service quality, and follow up on invoices and payment requests.
• Employee Inquiries: Serve as the first point of contact for routine questions about office services, onboarding and offboarding procedures, attendance, leave, and employee processes. Resolve standard inquiries and elevate complex or sensitive matters to the appropriate team.

Job Requirements:

• Relevant experience in office administration, HR coordination, or people operations.
• Proficiency in the local language
• Strong organizational and communication skills, with the ability to manage multiple tasks and follow through.
• A service-oriented approach, attention to detail, and discretion when handling employee information. Proficiency in common office tools; experience with HR or attendance systems is preferred.