Facilities and Operations Coordinator

Description

Job Summary: A professional responsible for ensuring safety, organization, efficiency, and quality across the company's units, managing infrastructure, maintenance, procurement, suppliers, and teams. Key Highlights: 1. Focus on safety, organization, efficiency, and high operational quality. 2. Practical management of infrastructure, maintenance, and customer experience. 3. Team leadership and cost control for operational excellence. **Address** São Paulo, SP **Opportunity Responsibilities** **Position Objective** Ensure all company units operate safely, efficiently, and with high-quality standards, maintaining appropriate conditions regarding infrastructure, cleaning, preservation, technology, equipment, and support services. Operate practically within unit routines by combining planning, management, and operational execution—with emphasis on operational continuity, customer and employee experience, continuous improvement, and efficient use of company resources. **Main Responsibilities** **Facilities, Infrastructure, and Maintenance*** Plan, organize, and oversee preventive and corrective maintenance across units. * Monitor infrastructure conditions, preservation, cleaning, safety, climate control, and electrical and hydraulic installations. * Conduct periodic visits to units to identify needs, risks, and improvement opportunities. * Track service requests, incidents, and operational demands, ensuring resolution within established deadlines. * Coordinate construction projects, renovations, adaptations, installations, and infrastructure improvements. * Monitor service execution, verifying quality, timelines, costs, and compliance with contracted scope. * Support defining and implementing layout, ambiance, decoration, technology, and equipment improvements. * Act proactively to reduce failures, disruptions, and impacts on customer experience. **Operations and Customer Experience*** Ensure environments are organized, functional, safe, pleasant, and aligned with the company’s experience standards. * Identify improvement opportunities in the customer journey related to infrastructure and unit operations. * Support implementation of solutions that enhance efficiency, organization, and service quality. * Directly resolve operational issues that may compromise unit functionality. * Contribute to standardizing environments, services, and processes across units. **Procurement, Supplies, and Inventory*** Receive, organize, and fulfill procurement requests from various company departments. * Conduct quotations, negotiations, and order tracking. * Procure cleaning supplies, office materials, general consumables, equipment, accessories, technology items, and other operational necessities. * Manage inventory levels, minimum stock thresholds, movements, consumption, and material replenishment. * Develop processes to reduce waste, emergency purchases, and supply shortages. * Ensure proper distribution of materials among units. * Seek competitive commercial terms, considering price, quality, delivery time, and supplier reliability. **Supplier and Contract Management*** Prospect, evaluate, select, and develop suppliers and service providers. * Negotiate pricing, timelines, payment terms, and service-level agreements. * Monitor contract execution and assess service quality. * Manage suppliers for maintenance, cleaning, security, telecommunications, internet, energy, water, insurance, pest control, equipment, and other operation-related services. * Maintain updated records, contracts, documents, expiration dates, and supplier information. * Reduce costs without compromising quality, safety, or customer experience. * Maintain relationships with property owners and building managers used by the company. **People Management*** Monitor delivery quality and adherence to defined standards. * Provide guidance, alignment sessions, training, and periodic feedback. * Develop team members technically and behaviorally. * Support HR in recruitment, selection, hiring, onboarding, and performance monitoring of area teams. * Address performance, conduct, organizational, or process-compliance issues. * Promote a culture of accountability, care, collaboration, and operational excellence. **Planning, Costs, and Metrics*** Develop and monitor the department’s budget. * Plan expenses, investments, maintenance, and infrastructure improvements. * Control operational costs and identify savings opportunities. * Support feasibility analysis for investments, construction projects, contracts, and equipment acquisitions. * Develop and track Facilities and Operations metrics. * Prepare management reports and present results, risks, needs, and action plans. * Monitor deadlines, service requests, costs, material consumption, supplier performance, and service quality. * Ensure implementation of defined action plans for the department. **Administrative Routines and Operational Support*** Organize and oversee courier deliveries between units. * Maintain organized physical and digital documents, records, and files for the department. * Support management of archived documents and proper document disposal. * Maintain administrative controls related to procurement, suppliers, maintenance, equipment, and contracts. * Support emergency operational demands as needed. * Collaborate with the responsible department to develop institutional or commercial partnerships related to operations or customer experience. **Technical Knowledge*** Microsoft Office suite, especially Excel. * Financial controls, budgeting, and cost analysis. * Procurement, quotations, and negotiation. * Preventive and corrective facility maintenance. * Supplier and service provider management. * Inventory and material control. * Process, document, and operational routine organization. * Metric development and monitoring. * Basic knowledge of construction, installations, infrastructure, and facility security. **Experience*** Minimum 5 years’ prior experience in Facilities, infrastructure, operations, maintenance, procurement, or general services. * Experience managing suppliers and overseeing service delivery. * Experience leading operational teams. * Experience working in organizations with multiple locations is considered an advantage. * Experience in services, fitness centers, healthcare, retail, hospitality, or public-facing roles is considered an advantage. **Work Model*** Hybrid work model, with frequent on-site presence at units. * Availability to travel between company units. * Occasional need to oversee services, maintenance, or incidents outside regular business hours. * Working hours to be agreed upon based on operational needs. **Employment Model*** Engagement under the Individual Legal Entity (PJ) model. * Monthly compensation consisting of a fixed amount plus a performance-based variable component. * Variable criteria must be linked to clear, measurable, and pre-established metrics. **Brief Position Mission** Ensure units operate daily with safety, organization, efficiency, and excellence—leading people, suppliers, resources, and improvements in a practical, responsible, and customer- and employee-centric manner. **Benefits** * Medical Assistance **Organization Mission** Leven is not just a gym—it’s a lifestyle. Our mission, therefore, is to deliver physical activity in an unparalleled way. Instead of the traditional instructor/student relationship, we propose a partnership aimed at achieving a more balanced life and healthy habits. That’s why we base our commitment on four key pillars. * Deep theoretical knowledge * Personalized service * Commitment to goals * Focus on our customers All delivered in a pleasant environment, with enjoyable experiences, science-guided workouts, and expert-led instruction. **About the Organization** Specializing in Personal Training and Pilates, Leven offers students maximum privacy, exclusivity, personalized and individualized training, and a highly qualified team. Founded in 2008, we now have over 90 employees and four locations in upscale neighborhoods of São Paulo city, providing full comfort and security for our students and team.