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VTEX · 1 day ago

Office Operations Contractor

Manhattan, New York

Contract

Hybrid

Entry, Mid Level

$4,500/mo - $5,000/mo

VTEX is a composable and complete commerce platform that empowers brands, distributors, and retailers with flexibility and comprehensive solutions. They are seeking an Office Operations Contractor to manage office operations, provide administrative support, and coordinate workplace experiences while working part-time on-site in New York City.

E-CommerceInformation TechnologySaaSSoftware

No H1B

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

Qualification

Office operations experienceVendor negotiationInventory managementEvent coordinationStakeholder communicationEnglishPortugueseOrganizational skillsTime-management skillsAttention to detail