Administrative Coordinator – Facilities

Qualifications of Administrative Coordinator:

• Location: Sao Paulo, Brazil
• Vacancy No: 100553
• Salary: N/A
• Organization:  TNC The Nature Conservancy
• Deadline: August, 8, 2025 

Brief details about Administrative Coordinator:

About

Information about the organization that has offered the job:

The Administrative Coordinator will be responsible for performing multiple administrative functions related to the assigned program. The position will oversee scheduling and coordinating logistics for special events and/or meetings, centralizing and managing purchasing, central archiving, mailing operations and shipping of computers and IT supplies, managing TNC facilities, opening, moving, and closing offices, telecommunications, general inventory, fixed assets, and fleet management, travel agency management, control and support in the preparation of contracts related to the area, support and/or reception, and document creation. The position may assist in the recruitment and training of program volunteers and coordinate their activities. The Coordinator may perform administrative tasks in Information Systems and Finance, including processing forms, preparing reports, and monitoring budgets, and providing general support to the area. The Coordinator will utilize available systems and resources to maintain, track, and search data and produce and review reports. The Coordinator will apply established processes and practices to improve effectiveness and document referral program procedures by staff. You will coordinate activities with multiple variables, set realistic deadlines, and manage schedules.

The Coordinator will be the point of contact for inquiries about program activities and may assist in developing program communication materials and managing correspondence. This position will work collaboratively with Conservancy staff, providing information necessary for decision-making and problem-solving. The Coordinator will serve as the departmental point person, as assigned by supervisors, to coordinate arrangements, communicate information, and ensure the successful execution of targeted programs related to the team’s functional area. The Coordinator will implement processes and practices to improve effectiveness. The Coordinator will communicate with staff from various programs throughout the Conservancy, as well as with donors, volunteers, vendors, and business relationships. He or she will communicate or distribute information to help staff make decisions, resolve issues, and improve workflow.

Are you looking for a job you can believe in? At TNC, we strive to embody a work philosophy you can believe in, where you can feel like you’re making a difference every day. We’re looking for someone with strong experience leading a diverse, multidisciplinary team.

The ideal candidate should have strong communication and collaboration skills and experience designing, organizing, and managing complex projects. We are looking for someone with an analytical, autonomous, and curious personality, motivated by challenges, daily routine changes, and a variety of activities, who fundamentally enjoys serving, treating, and guiding people. They should be focused and proficient in the tools, instruments, and multiple languages available within the organization. They should be confident, flexible, and committed to proactively addressing daily situations and eventualities. They should be interested in developing themselves and their teammates and TNC as a whole.

The Operations department works simultaneously on diverse topics in alignment with different departments throughout the organization. Therefore, we seek someone with a creative mind who adapts easily to handling various topics, profiles, and departments. They should have solid experience in facility routines, supervising people, dealing with the public, negotiating with various suppliers, training, and process development, as well as understanding the importance of ethics and transparency in all activities carried out at TNC.

In this role, you will support, along with a focused team, the Legal team in the preparation, registration, and filing of corporate documents and powers of attorney (PoA ) and delegations ( Grant of Authority – GoA ), due diligence, preparation of documentation for partnerships and cooperation agreements. You will act effectively in the administration and management of the general inventory, loan terms, fixed assets, and fleet, acting in acquisitions, donations, and disposals when applicable. You will manage travel agencies, in the preparation of documents, memoranda, reports, and operational processes. You will be responsible for the centralization and management of general purchases. You will support the Occupational Health and Safety Consultant in developing and monitoring actions that depend on the Operations area. You will act as a team member in specific projects, administer training and guide TNC colleagues as a whole, and clarify various questions from employees and management.

• Actively promote the organization’s Code of Conduct, demonstrating continuous alignment with institutional values, both internally and externally.
• Ensure confidentiality and integrity in the handling of sensitive and institutional information.
• Supervise the Facilities team, promoting alignment, organization and compliance with activities.
• Serve as a reference point for the Operations (OPS) team, supporting new and current employees with relevant information in the area.
• Occasionally, supervise volunteers, interns or Young Apprentices.
• Manage the organization’s physical facilities, coordinating maintenance, renovations, and logistical processes related to the opening, moving, or closing of offices.
• Coordinate the shipment of equipment (such as computers) in conjunction with the IT team.
• Manage general inventory, loan terms, control home office assets, and manage fixed assets.
• Manage the disposal, donations or sale of materials, as applicable.
• Coordinate the centralization and management of general purchases, monitoring the implementation of new processes.
• Manage travel agencies and related logistics processes.
• Manage the vehicle fleet, rental contracts and all related procedures (communication, training and control).
• Receive and forward correspondence and answer phone calls from the organization.
• Process invoices, hire suppliers, assist in preparing and monitoring the area’s budget.
• Manage Operations contracts, tracking expirations, renewals, and new agreements, in alignment with the team responsible for general contracts.
• Support annual processing with the international insurance company, including the management of insured items and respective payments.
• Coordinate the sending and control of institutional documents to partners, proposals and due diligence processes.
• Be responsible for the organization’s registrations with public entities and maintain control of those already registered.
• Support the Legal team in the preparation and registration of corporate documents, powers of attorney (Power of Attorney – PoA) and delegations (Grant of Authority – GoA).
• Keep institutional documentation organized and available on the intranet.
• Issue certificates and institutional certifications with the responsible supplier.
• Support the implementation and monitoring of Occupational Health and Safety (OHS) actions, together with the area consultant.
• Provide training related to Facilities and Operations for internal teams.
• Support the logistics of events in the Operations area.
• Support payment approval, as per the authority grant matrix.
• Participate in the organization’s projects, according to the assignments received.
• Make decisions within the scope of the area and prioritize activities independently.
• Identify and resolve routine problems, escalating only more complex issues.
• Availability for occasional travel.

• Bachelor’s degree in Business Administration, Management or related field, or equivalent combination of training and professional experience 2 two years.
• Experience in supervising people and/or teams.
• Experience in coordinating administrative processes.
• Experience with reporting and data interpretation to support decision-making.
• Experience in writing, editing and proofreading institutional or business texts.
• Experience in organizing time and managing multiple activities with defined deadlines.
• Experience working collaboratively with diverse teams and communicating with diverse audiences.
• Experience with Operations and/or Facilities routines and processes.
• Experience with spreadsheet tools, such as Excel, at an advanced level.
• Fluency in Portuguese (writing, reading and speaking) and experience with written communication and reading in English; intermediate level of spoken English.

Desired qualifications:

• Experience in planning activities and solving complex problems.
• Experience in using systems and technologies aimed at administrative or facilities management.
• Experience with organizing events and producing support materials.
• Course or additional training in areas such as Facilities Management, Logistics or Public Administration.
• Experience with contract management and supplier relationships.
• Up-to-date knowledge on trends and best practices in Facilities or Operations.

Work location: This position is permanent and involves working from home in the city of São Paulo.

Who We Are:

The Nature Conservancy’s mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world’s toughest challenges so that we can create a world in which people and nature thrive. We’re rooted in our Mission and guided by our Values, which includes a Commitment to Diversity and Respect for People, Communities, and Cultures. Whether it’s career development, flexible schedules, or a rewarding mission, there’s lots of reasons to love life #insideTNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube or on Glassdoor.

Our goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging, and that their unique contributions to our mission are valued. We know we’ll only achieve our Mission by hiring and engaging a diverse workforce that reflects the communities in which we work. In addition to the requirements in our postings, we recognize that people come with talent and experiences outside of a job. Diversity of experience and skills combined with passion is a key to innovation and a culture of inclusion! Please apply – we’d love to hear from you. To quote myriad TNC staff members, “you’ll join for our mission, and you’ll stay for our people.”

What We Bring:

Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!

TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our Benefits and Perks here.

We’re proud to offer a flexible work environment that supports of the health and well-being of the people we employ.

The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.

APPLY NOW