Administrative Officer

Há 4 dias

Lisboa, Lisboa, Portugal Kaiser Electro-Optics Inc. Tempo inteiro

.Join to apply for the Administrative Officer role at KEO International Consultants.KEO is a creative enterprise, where innovation is a way of life.
We are uniquely resourced with end-to-end services to take clients from inspiration – through conceptualization – to realization of planning, design or project delivery in the built and natural environments.
For over 60 years we've led with vision, contributing to many of the world's most ambitious projects, iconic places, remarkable experiences and prosperous communities.Our newest opportunity is for a talented Administrative Officer to join our award-winning team based in Lisbon, Portugal.
Fluency in English and Portuguese is required.This critical role will work as part of the Facilities Management & Administration team, providing supportive force driving many of the daily functions within the company.We envisage success in this role to include:Ensuring general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning.Maintaining facilities management, including space planning/design, vendor contracts and relations, and facilitation of all office functions and services.Acting as primary liaison between the company, staff, and office building management, providing information, answering questions, and responding to requests.Warmly greeting visitors to our facility; answering and directingphone calls promptly, fielding calls; and maintaining office efficiency arranging necessary repairs.Performing a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, and forms; and sorting and distributing incoming e-mail.Assisting with billing by preparing and sending invoices; maintaining client databases; tracking accounts;overseeing the invoice workflow, and assisting in copying and distributing production orders and other internal documents as requested.Updating spreadsheets used by accounting and project teams as requested.Scheduling and tracking meetings and appointments (taking and distributing minutes/reports etc.
), and booking flights and travel arrangements.Assisting in the preparation of reports, proposals and plans, including text editing, printing, copying, binding, and submission.Maintaining a database of Client contacts information.Maintaining files and records with effective filing systems.Monitoring office expenditures, basic bookkeeping activities and assisting in the coordination of office contracts (rent, services).Assisting in vendor relationship management.Dealing with complaints or issues relating to the day-to-day running and maintenance of the office.Coordinating office supplies/inventory and placing orders.Supporting meeting and conferencing needs.Assisting in the organization of company events.Maintaining a clean and organized office environment

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