We’re 25 people in Brazil and 25 people in Europe with a clear mission to improve society and business through service design.
We’re a growing organization, working for clients internationally from offices in São Paulo, Rotterdam and London.
Our Operations team is looking for a tools administrator to supplement and support our team. This can be via a small company or a freelancer and we are flexible on the set-up.
Tools ecosystem: We run our business in the cloud. We are heavy users of Google Workspace (email, calendar, drive, docs, sheets, etc), Slack, Miro and CMAP. We sometimes use Adobe and Microsoft desktop products, too. There are a host of other tools we use more occasionally such as Dovetail, Typeform, Zoom, Trello, and Quicktime. We collaborate closely across our international teams as well as with our clients via these tools, making privacy and security a priority for us. Many of our team are very savvy in the use of these tools and
software but less savvy on keeping their hardware running smoothly.
Remote work: Most of our team prefer to work from their homes or clients’ oces. Some come to their office a few times a week, some one time a week and some one time per month.
Regular administration: We need someone to both administer these tools at a basic level as well as drive how
they are set-up within our organization and integrate with our other tools; we need to have the right ecosystem of tools to support our teams’ and clients’ need to work efficiently whilst keeping our data secure, private and tidy.
Evolution: We also have changing needs as our practice develops, as new tools are introduced into the market and based on evolving client challenges. We sometimes need to experiment and evaluate new tools in a controlled way.
Knowledge management: We are always looking to work smarter, not harder and knowledge management is critical for this. Our knowledge is stored across the tools in our ecosystem so it’s important that we retain access and knowledge is findable.
As the Tool Admin you will work across the company to keep our day-to-day tools integrated and running smoothly for all Liveworkers. Beyond basic administration of the tools you are on top of how the tools are best used, how we can share with clients and how the tools fit into our work. You will report to the Director of Operations and work closely with the people team (HR), finance team, marketing team, oce managers and our team of designers to ensure a smooth experience for employees, project teams and clients.
Responsibilities
Administer our setup
• Own the IT onboarding and oboarding processes, focused on giving employees and
contractors a stellar start and a seamless finish
• Manage security settings and groups across all tools and software and set up governance, aligning with our related policies (software & tools, data security and privacy, sustainability /
environmental impact); update the policies where necessary
• Add and remove accounts/licenses across all digital tools; manage overall contracts
• Contribute to the administration of our knowledge management practices across digital tools (e.g. organizing content on and across Drive, Miro, Slack, etc.)
• Manage our website hosting, e.g. hosting contract, domain renewals, analytics administration
Evolve our practice
• Manage an overview of our tools and software, regularly evaluating the
performance/usefulness of our tools ecosystem in relation to our business needs
• Establish usage guidelines for all tools e.g. oine tools, handy chrome extensions, how to invite clients, what to do when the project is complete, etc
• Evaluate new tools to complement or replace existing ones as needed, manage implementation
• Consider our infrastructure and how it should evolve, e.g. local networks, firewalls, vpns, to move towards a more secure and environmentally sustainable set-up.
• Determine optimal hardware specs for purchasing, executed by the oce managers
Support our team
• Troubleshoot individuals’ challenges with hardware or software
• Teach and mentor on good practice in different tools, as needed
• Support our business development process by providing information during procurement
processes on our policy and practices
• Liaise with office managers on inventory of hardware and mobile phones
• Support the marketing team with the website, liaising with our hosting, analytics or development partners when needed
• Excellent English communication skills; you can explain things clearly, especially to an audience with limited understanding of technical administration, in both spoken and written English
• Excellent organizational skills; your digital set-up is tidy
• Proactive with excellent prioritization skills; you determine and manage your work yet maintain
space to be supportive/responsive as issues arise
• Service-minded approach; you feel empathy for our team and their needs and are passionate to improve their experience with technology
• Solution oriented; passionate about problem solving in an efficient and thorough manner
• Relationship builder; Demonstrate good interpersonal skills and work easily in person and remotely
• Tools expert; You know your stuff, you are curious to learn and you love to share
• A huge plus would be experience administering Google Workspace