Lobby Ambassador

Job Summary

JOB DESCRIPTION

The Lobby Ambassador will be responsible for ensuring the smooth operation and management of office facilities, infrastructure, and services. This role involves overseeing daily operations, maintaining a safe and inspiring workplace, and supporting employees with administrative and operational needs.

Responsibilities

Office Management and Operations:

• Welcome visitors and clients, ensuring a professional and cordial reception.
• Act as the primary point of contact for office infrastructure, maintenance, and functionality.
• Oversee general office management, including cleaning, HVAC, landscaping, and building maintenance.
• Support internal events, including coffee breaks, layout preparation, and meeting room reservations.
• Collaborate with Safety and Health teams to address operational demands.
• Participate in the Fire Brigade and implement processes approved by the global hub.
• Conduct routine facility inspections and walk-throughs.
• Manage operational data and export it to the client dashboard.
  
  

Financial Management

• Process invoices related to facility operations and maintained accurate billing records.
• Manage purchase orders and supplier payments.
• Monitor utility costs and update usage/consumption reports periodically.
• Ensure timely payment processing and maintain records of paid invoices.
  
  

Administrative Support

• Manage legal documents related to the building and office.
• Oversee office supplies inventory and replenishment.
• Handle inventory and purchasing snacks, beverages, and hygiene/cleaning items.
• Make bank deposits when necessary.
  
  

Services Management

• Manage mail services, including receiving and sending correspondence.
• Liaise with building management to ensure compliance and functionality of the corporate space.
• Conduct routine inspections to verify cleanliness, organization, and equipment status.
  
  

Onboarding/Offboarding

• Execute onboarding processes, including preparation and delivery of welcome boxes and IT equipment.
• Handle purchases and shipping of equipment for home office employees.
• Monitor internal communication channels and respond to employee inquiries promptly.
• May perform other duties as assigned.
  
  

Qualifications

• Experience in Facilities Management or related fields (e.g., Corporate Real Estate, Office Operations).
• Fluent in Portuguese (Brazil) and English; Spanish proficiency is a plus.
• Strong interpersonal skills, courtesy, and professional presentation.
• Ability to travel within the U.S. and Latin America.
• Knowledge of safety and health protocols, with training in Health and Safety preferred.
• Excellent organizational and multitasking abilities.
• Strong communication and problem-solving skills.
• Proficiency in managing financial processes and supplier relationships.
• Familiarity with facility inspection and maintenance procedures.
  
  

Working Conditions: Normal working conditions with the absence of disagreeable elements

Note: The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.