Office Manager

About Uphold

Uphold is a financial technology company that believes on-chain services are the future of finance. It provides modern infrastructure for on-chain payments, banking and investments. Offering Consumer Services, Business Services and Institutional Trading, Uphold makes pioneering financial services easy and trusted for millions of customers in more than 140 countries.

Uphold strips away the complexity and lack of transparency to open up Web3 finance for everyone.

To learn more about Uphold, please visit https://uphold.com.

The opportunity

As an Office Manager at Uphold, you will ensure the smooth operation of the office environment, providing logistical and administrative support to both the People team and the broader company. This role is crucial in maintaining a productive and positive office culture while also supporting various HR operations and employee engagement initiatives.

We are looking for a master multi-tasker with excellent communication skills, high attention to detail and an upbeat attitude, polite, professional and a helpful and positive presence in the workplace.

Primary responsibilities

• Office Operations Management: Oversee the day-to-day operations of the office, ensuring that supplies and facilities are well-maintained. Act as the point of contact for any office-related inquiries or issues, communicate office-related updates to employees, and ensure a smooth and efficient working environment. Proactively plan for ways to improve office management.
• Office Equipment Maintenance: Resolve office-related malfunctions by ensuring equipment is properly maintained, completing preventive maintenance, troubleshooting failures, and coordinating repairs when necessary.
• Vendors & Expense Management: Manage office-related expenses and ensure that budgets are adhered to. Manage relationships with vendors, service providers, and landlords. Proactively monitor service agreements and contracts to prevent disruptions in office operations. Address any issues promptly, track payments accurately, and ensure that all office services and supplies are maintained without interruptions.
• Health & Safety: Ensure that the office complies with health and safety regulations. Monitor office cleanliness and ensure proper procedures are followed.
• Event Planning & Coordination: Organize and manage company events, including team-building activities, meetings, and social events. Ensure all logistics are handled efficiently. Provide logistical support for HR programs and initiatives, ensuring smooth implementation and tracking. Partner with the global People Team (office managers, generalists) to coordinate global events and communicate them.
• Employee Gifts: Ensure global alignment in the management of employee gifts, coordinating with the global People team to offer consistent and culturally relevant gifts. Propose gifts ideas within budget and manage the stock and ordering of all employee gifts, ensuring timely delivery and a positive impact on employee engagement and morale.
• Office Policies and Procedures: Regularly create, review and update office policies and procedures to ensure they remain current, compliant with regulations, and aligned with company standards. Communicate updates to employees, and ensure that policies are consistently followed across the organization.
• People Operations Support: Assist with administrative tasks related to onboarding and offboarding, employee benefits, time-off tracking, and maintaining HR records. 
• Correspondence Management & Errands: Handle and organize correspondence, redirecting to the appropriate individuals. Perform work-related errands as needed, including going to the post office or handling other logistical duties to support office operations.
• Desk Booking Management: Manage the office desk booking system, ensuring that employees can easily reserve desks, and optimizing space usage to maintain a productive and organized office environment.
• Travel Management: Manage travel platforms and make reservations as needed, ensuring smooth and efficient travel arrangements for employees and visitors.
• Visitor Management: Greet and assist visitors to the office, ensuring a welcoming and professional experience. Support them with anything they need during their stay, including guiding them to the appropriate person or place.
  

Required qualifications

• 3+ years of experience in office management.
• Knowledge of office health and safety regulations.
• Proficiency in Microsoft Office/Google Suite and office management tools.
• Strong organizational and multitasking skills.
• High attention to detail to ensure tasks are completed thoroughly and correctly.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks efficiently and work well in a dynamic environment.
• Ability to work under pressure and with tight deadlines, keeping the resilience.
• Proactive and solutions-oriented approach to problem-solving.
• Innovative and creative mindset.
• Fluent written and oral both Portuguese and English skills.
• Positive outlook on life with a good sense of humor and an overall happy disposition.

Bonus if you have

• College degree.
• Experience in the financial services or specifically the FinTech industry.
• Experience in tech, scale-ups, or fast-paced global environments.
• Experience working with diverse cultural regions.

What we offer

• Innovation and Impact: Contribute to pioneering projects in a dynamic and challenging environment.
• Competitive Compensation: Stock options, performance bonuses, and comprehensive benefits on top of a competitive salary.
• Strong Company Culture: Thrive in a supportive, collegiate environment with values of integrity, teamwork, accountability, and excellence.
• Global Collaboration: Participate in regular updates, strategy sessions, and networking opportunities across the group.
• Development Opportunities: Access training and mentorship programs.
• Flexibility: Enjoy options to work from home, other locations, or adjust your hours.
• Inclusive Environment: Value and respect diverse perspectives.

Benefits

• Annual bonus program based on individual, team and company performance.
• Home office stipend for a productive setup.
• Generous PTO, healthcare, and employee assistance programs.
• Engaging events and celebrations.
• Well-stocked office kitchen with a foodie culture.

Join us to grow, innovate, and contribute meaningfully. Be part of our talented team!

Visit our careers page for more exciting opportunities, if this role isn’t the perfect fit.

EEOC Employer

We're proud to be an Equal Opportunity Employer and we celebrate our employees' differences, including race, color, religion, gender identity, national origin, age, military service eligibility, veteran status, sexual orientation, marital status, disability, and any other protected classes. Difference makes us stronger and better - together.