About the Role
Location: New York, NY
Engagement Type: Independent Contractor (1099)
Time Commitment: Part-time, 24 hours per week (Monday - Thursday)
On-site Expectation: 4 days per week, as needed
Contract Length: 1 year, with potential extension based on business needs
Primary Point of Contact: People team
About the Engagement
This is an engagement-based contract, not an employment position. The consultant will provide office operations and workplace services within a clearly defined scope, maintaining autonomy over how services are delivered and retaining the ability to work with other clients.
Scope of Services
1. Office Operations & Inventory Management
- Manage and organize office and kitchen inventory, including supplies, groceries, snacks, and coffee station needs.
- Coordinate weekly grocery orders and ad-hoc requests.
- Liaise with building management and external vendors (cleaning, maintenance, repairs, catering) to ensure service quality and issue resolution.
- Monitor office conditions and proactively address operational needs.
- Support with meeting room equipment and the functioning of dashboards.
2. Administrative & Logistics Support
- Receive, sort, securely store and manage physical mail at the NYC office.
- Scan and share any correspondence notifications or invoices with HQ teams through the internal communication system, and coordinate physical forwarding of required documents from the Miami office.
- Organize and distribute office-related assets (e.g., welcome kits, benefits cards, equipment).
- Collect, organize, and submit office-related invoices for payment processing.
- Coordinate day-to-day activities with pre-approved vendors under guidance of VTEX Ops / Finance / Legal.
- Monitor service execution (cleaning, building services, etc.) and report issues or improvement needs to the internal VTEX owner.
- Collect invoices and documentation and submit them for internal approval and payment processing.
- No authority to sign, renegotiate, amend, or terminate contracts.
- Send and manage VTEX correspondence via FedEX or DHL or related delivery provided whenever required.
3. Events & Workplace Experience Support
- Coordinate and support on-site initiatives such as Office Weeks, team happy hours, and internal gatherings.
- Source and negotiate corporate rates with local hotels.
- Research hotel options and collect quotes for internal review
- Coordinate bookings after internal approval
- Act as on-site/logistics support for approved events and visits
- Manage reservations and logistics for visiting executives and team members.
- Continuously assess the office experience and recommend improvements, optimizing space usage, on-site services, and initiatives to better support team needs.
*For this position you are required to attend the office 4 days a week (Monday - Thursday), and remote work on Friday.
Requirements
Language: Proficiency in English; Portuguese is a plus.
Experience: Proven experience providing office operations or administrative services (e.g., Office Manager, Administrative Assistant, Workplace Operations).
Availability: Morning availability preferred, with flexibility to extend hours as needed for events or urgent relocation-related tasks.
Skills & Attributes:
- Strong organizational and time-management skills
- Excellent vendor and negotiation abilities
- High attention to detail
- Ability to gather input from multiple stakeholders and turn requirements into well-prioritized, actionable outcomes
Compensation
Monthly Fee Range: USD 4,500 – 5,000
(Final compensation will depend on scope, availability, and experience.)
Important Notes
- This is an independent contractor (1099) engagement.
- This role is not an employment position.
- The contractor is responsible for their own taxes, insurance, and compliance obligations.
- No exclusivity is required; the contractor may work with other clients.
- A formal Independent Contractor Agreement will define scope, payment terms, confidentiality, and IP.
- Candidates interested in applying for this opportunity must be geographically based in New York City and must be legally authorized to work in the United States without the need for employer sponsorship.
- We do not accept agency resumes and are not responsible for any fees related to unsolicited resumes.
About VTEX
VTEX (NYSE: VTEX) is the composable and complete commerce platform that delivers more efficiency and less maintenance to organizations seeking to make smarter IT investments and modernize their tech stack. Through our pragmatic composability approach, we empower brands, distributors, and retailers with unparalleled flexibility and comprehensive solutions, enabling them to invest solely in what provides a clear business advantage and boosts profitability. VTEX is trusted by 2.400 global B2C and B2B customers, including Carrefour, Colgate, Motorola, Sony, Stanley Black & Decker, and Whirlpool, having 3.400 active online stores across 43 countries (as of FY ended on December 31, 2024).
Founded in the year 2000, VTEX has a history of being unstoppable. Completely against the odds, VTEX is leading a high-tech industry and positioned above market giants. We are building an extraordinary future with more than 1,300 employees scattered across 25 locations in 16 countries in Latin America, North America, Europe, and Asia. For more information, visit www.vtex.com.
At VTEX, you will work in a challenge-driven environment and collaborate with amazing peers. If you are powerful individually, join us, and we will be unstoppable together.