Workspace Experience Specialist

About this role

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

• Office operations & administration
• Handle administrative duties, including (but not limited to) document management, scheduling, and office supplies maintenance.
• Coordinate office suppliers (cleaning, maintenance, deliveries, repairs, utilities, etc.), ensuring service quality and timely resolution of issues.
• Keep the office running smoothly day-to-day, anticipating needs and solving problems quickly.
• Coordinate Health & Safety Compliance by managing basic workplace safety procedures, first-aid kit restocking, incident logging, and vendor compliance documentation.
• Be the point person for office issues (repairs, HVAC, internet, access badges/keys), escalating when needed.
• Manage visitor access, meeting room readiness, and office hospitality (snacks, coffee, lunch orders when required).
• Improve internal workflows (vendor list, SOPs, onboarding checklists, inventory tracker) so operations are consistent and scalable.
• Manage incoming/outgoing mail, couriers, returns, and document shipments.
• Maintain a sustainability and cost optimization mindset by reducing waste, negotiating with vendors, and proposing office improvements that balance quality and cost.
• Keep our car fleet organized (maintenance schedules, insurance/inspection tracking, cleaning, usage coordination, and vendor coordination as needed) as well as parking spots.
• Help maintain tidy, functional shared spaces (meeting rooms, kitchen, storage areas), and continuously improve the office setup for comfort and productivity.
• Purchasing, inventory & asset management
• Take charge of purchasing office supplies, furniture, and equipment, ensuring they align with the office aesthetic and meet team needs.
• Maintain an organized inventory of office assets and supplies, reordering as necessary to prevent shortages.
• Manage office-related budgets (as applicable), track spend, and keep receipts/invoices organized.
• Coordinate with IT/provider for equipment ordering, repairs, replacements, and basic office tech readiness (without being the IT owner).
• Onboarding & culture support
• Assist in onboarding activities, ensuring new hires are seamlessly integrated into the company culture (welcome setup, desk readiness, office tour, first-day logistics).
• Organize team events (in-office celebrations, off-sites, team moments), coordinating logistics end-to-end.
• Executive & travel support
• Support the CEO and VPs with traveling (basic itinerary coordination, bookings, document readiness, travel-day support as needed).
• Preferred Qualifications (Must-have/Nice-to-have)
• Must-Have
• -
• 2+ years of experience in office management, workplace experience, facilities coordination, or an operations/admin role with clear ownership of an office environment.
• Fluent in Portuguese and English, both written and spoken.
• Proven ability to run day-to-day office operations end-to-end (supplies, vendors, scheduling, maintenance, basic facilities needs).
• Strong organization and prioritization skills.
• Excellent communication skills.
• High discretion and trustworthiness, given proximity to leadership topics, vendors, and company logistics.
• Comfortable using common tools like Google Workspace, calendar management, spreadsheets for tracking, Notion, or other similar systems.
• Nice-to-have
• Comfort working with budgets, invoices, and basic procurement processes.
• Strong sense of ownership, managing processes from A to Z.
• Great attention to detail (you care about the workspace feel).
• Benefits & Working Conditions
• Health insurance coverage.
• Flexible work schedules that promote work-life balance.
• Generous allocation of 26 vacation days per year.
• Collaborative and supportive work environment.
• Opportunity for professional growth and development.
• Modern and well-equipped office space in a convenient location.