Administrative Coordinator (Facilities)

Description

Job Summary: Coordinate and lead the facilities team to ensure smooth operations of facilities, manage contracts and fleets, and provide administrative support. Key Highlights: 1. Facilities team leadership 2. Comprehensive facilities and contract management 3. Travel coordination and fleet management We are seeking an **Administrative Coordinator (Facilities)** to join our Procurement and Administration team. **Responsibilities and Duties** * Coordinate and lead the facilities team, assigning tasks, setting goals, and ensuring responsibilities are fulfilled; * Ensure office and operational facilities are in optimal working condition through preventive and corrective maintenance, as well as improvement project management; * Responsible for developing and monitoring the facilities schedule for offices and operational facilities, based on applicable regulations and oversight requirements; * Ensure replenishment of supplies for offices and operational facilities; * Provide administrative and facilities-related support to employees, resolving issues and ensuring a comfortable work environment; * Ensure operational documentation for facilities—including IPTU, ITR, insurance, etc.—is up-to-date and paid on time; * Responsible for managing contracts within the scope of operations: Security, Reception, Cleaning and Maintenance; * Collaborate with office and operational facility leaders to plan and execute facilities- and administration-related actions tied to active contracts, ensuring operational continuity and preservation; * Manage area contracts to guarantee compliance with pre\-defined clauses, deadlines, price adjustments, need for addendums, as well as service delivery measurements; * Negotiate improved contractual terms with suppliers related to facilities and administrative demands, aiming for cost savings, efficiency, and improvements; * Ensure all suppliers comply with required safety policies and regulations, identify risks, and support supplier safety; * Guarantee delivery of supplier contract-required documents to the document management provider; * Coordinate travel-related requests; * Ensure quality and efficiency in travel agency service delivery; * Coordinate the travel planning and coordination process; * Ensure compliance with the travel policy, consistently guiding employees; * Monitor and control travel expenses; * Conduct monthly forecasting for the area of responsibility; * Develop the area’s budget plan and monitor and present monthly results to management; * Create, update, and deploy administrative and facilities-related standards for the area—e.g., travel, fleet, and facilities/administration; * Responsible for demobilization, construction works, and minor facility renovations when required; * Manage Evoltz’s fleet; * Coordinate preventive and corrective fleet maintenance to ensure all vehicles remain in good working and safe condition; * Use tracking and telematics systems to monitor vehicle location and performance, optimizing routes and driver behavior; * Control fuel consumption and implement strategies to improve fleet energy efficiency; * Ensure all company-authorized drivers are aware of vehicle safety procedures, usage guidelines, and available resources; * Ensure all company-authorized drivers hold valid CNHs (Brazilian driver’s licenses); * Collaborate with the HSE team to ensure all company-authorized drivers receive safety training and guidance; * Ensure all vehicles maintain updated documentation and valid insurance; * Manage fleet budget, controlling costs related to leasing, maintenance, fuel, and other fleet-related expenses; * Prepare regular reports on fleet performance, fines, damages, and incidents; * Support Management in renewing Operational Risk, Civil Liability, Property, and D\&O insurance policies, as well as assisting in claims management; **Requirements and Qualifications** * **Education \-** Bachelor’s degree in Business Administration, Production Engineering, or related fields. * **Requirements:** * Experience managing third-party contracts (cleaning, maintenance, security) * Advanced Office suite proficiency, especially Excel * Experience/Knowledge of Fleet Management Tools * Prior experience in travel management * Knowledge of corporate procedures **Additional Information** Flexible Benefits (meal/food allowance) Health Insurance Dental Insurance Life Insurance Profit Sharing Plan (PLR) Mobility Allowance Gympass Birthday Day Off Short Friday Hybrid Work Model (3 days onsite / 2 days remote) **About Evoltz** Founded in 2018, Evoltz operates eleven transmission lines totaling 3\.561 km across ten Brazilian states. Today, the company functions as an operational platform for transmission assets, capable of accommodating new investments. In 2021, the company achieved a transformative milestone when the Ontario Teachers Pension Plan Board (“OTPP”) signed a definitive agreement to acquire 100% of Evoltz. This event cemented Evoltz’s success trajectory, transforming it in just three years into an operational holding company managing electricity transmission concessions. Among our key projects is NBTE—the world’s third-largest high-voltage direct current (HVDC) transmission line—with over 2\.400 km connecting Northern Brazil to São Paulo state. Additionally, we operate MTE in Manaus, over 550 km long, linking the Amazon region to the Brazilian National Electric System.