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Office Management Manager

São Paulo, Brazil
XPENG is a leading smart technology company at the forefront of innovation, integrating advanced AI and autonomous driving technologies into its vehicles, including electric vehicles (EVs), electric vertical take-off and landing (eVTOL) aircraft, and robotics. With a strong focus on intelligent mobility, XPENG is dedicated to reshaping the future of transportation through cutting-edge R&D in AI, machine learning, and smart connectivity.

Position Overview

The Office Management Manager will lead workplace administration and operations in Brazil, supporting a safe, efficient and welcoming work environment. This role will oversee administrative services, budgets, vendors, assets and team development, working closely with headquarters and local stakeholders.

Key Responsibilities

  • Workplace Operations & Employee Experience: Develop and implement workplace operations plans, maintain office service and 5S standards, oversee employee activities and coordinate reception arrangements for senior leaders, partners and guests.
  • EHS & Emergency Preparedness: Coordinate workplace EHS compliance and emergency response planning with qualified occupational health and safety professionals and relevant internal teams. Ensure that activities requiring professional qualifications are performed by appropriately qualified personnel.
  • Budget & Expense Management: Prepare and manage administrative budgets, monitor spending, identify cost and service improvements, and review expenses within delegated authority. Coordinate accurate and timely vendor payments with Finance in accordance with contractual terms.
  • Asset & Vehicle Management: Maintain asset records and coordinate inventories, transfers and disposals. Oversee vehicle allocation, maintenance, insurance and related providers, obtaining required approvals for procurement and disposal.
  • Vendor Management: Lead local vendor sourcing, negotiations and performance reviews within delegated authority. Coordinate vendor onboarding, offboarding and required approvals with Procurement, Finance, Legal and other relevant teams.
  • Workplace Setup & Standardization: Coordinate office openings, relocations and improvement projects. Adapt headquarters standards to local needs and applicable requirements, and share operational improvements across workplaces.
  • Expatriate Support: Coordinate arrival arrangements, accommodation and relocation logistics. Support visa and immigration processes with HR, Legal and authorized immigration service providers.
  • Onboarding & Offboarding Support: Maintain administrative procedures covering workplace access, equipment, orientation, asset returns and handovers in collaboration with HR and IT. Handle employee information in accordance with applicable Brazilian data protection requirements and company policies.
  • Administrative Systems & IT Coordination: Manage the local rollout and operation of administrative platforms, consolidate user requirements and coordinate workplace connectivity and IT support. Refer technical configuration, cybersecurity decisions and specialized maintenance to authorized IT personnel or qualified providers.
  • Team Leadership & Collaboration: Manage the administrative team’s recruitment, performance and development in partnership with HR. Establish clear service expectations, support succession planning and represent workplace administration in cross-functional projects.
  • Exercise responsibilities and approval authority within the company’s delegated authority framework and applicable Brazilian requirements.

Candidate Requirements

  • Demonstrated experience in workplace administration, office operations or a related field.
  • Demonstrated ability to lead teams, manage budgets and vendors, and coordinate workplace projects.
  • Ability to translate business needs into practical operational plans, service standards and improvement initiatives.
  • Sound financial judgment and the ability to improve costs and service outcomes.
  • Effective communication and stakeholder management skills across functions, cultures and organizational levels.
  • Ability to identify operational risks, coordinate specialist support and implement contingency measures.
  • Fluency in Portuguese and professional working proficiency in English sufficient for collaboration with headquarters and business stakeholders.

Prefer to Have (The Ideal Profile) 

  • Bachelor’s degree in Business Administration, Facilities Management, Human Resources or a related discipline, or equivalent relevant professional training.
  • Experience working in a multinational organization or across cultures.
  • Experience supporting office openings, relocations or workplace expansion.
  • Experience implementing administrative service platforms or improving operational processes.
  • A valid driver’s license recognized in Brazil is a plus.
  • Proficiency in Mandarin Chinese is a strong plus.
 
Additional Information & Compliance
Background Verification
Depending on the position and where permitted by applicable law, candidates may be asked to complete a background verification process. This may include verification of identity, academic qualifications, employment history, and professional references. All checks will be relevant to the position and conducted in accordance with applicable Brazilian laws and data protection requirements.
 
Data Privacy
XPENG is committed to protecting candidates’ personal data. Personal information collected during the recruitment process will be handled in accordance with applicable data protection laws, including Brazil’s General Data Protection Law (LGPD – Law No. 13,709/2018). For additional information about XPENG’s general data-processing practices, please review our Privacy Policy: https://www.xpeng.com/policy.
 
Equal Opportunity and Inclusion
XPENG is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We welcome applications from all qualified candidates regardless of race, color, ethnicity, national origin, religion, sex, gender, gender identity, sexual orientation, age, disability, marital or family status, or any other characteristic protected under applicable Brazilian law. Reasonable accommodations are available throughout the recruitment process.
 

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