Office Coordinator

Há 1 mês

Lisboa, Lisboa, Portugal Vml Tempo inteiro
Office Administrator Job Description

We are seeking an experienced Office Administrator to join our team in Lisbon. As the first point of contact for staff, clients, and visitors, you will be responsible for providing administrative support and ensuring the smooth day-to-day operation of our office.

Key Responsibilities:

  • Provide administrative support to our team, including responding to customer inquiries and managing correspondence.
  • Coordinate travel arrangements and ensure smooth and hassle-free trips for our team.
  • Manage all planned preventative maintenance, remedial works, and corrective action.
  • Be a communication pro, responding to internal and external inquiries via phone and email with professionalism and a helpful attitude.
  • Handle sensitive information with discretion and confidentiality.
  • Liaise with service providers and maintain the preferred supplier list.
  • Ensure the office is maintained in a neat and pleasant environment, including meeting rooms, open office area, bathrooms, and the kitchen.
  • Take ownership of office reporting, including internal hours, training records, and certifications.
  • Contribute to a positive and collaborative work environment by assisting with office communications and running social events.
  • Ensure the utilisation of workspace: desk/team space and maintaining floor plans.

Requirements:

  • Proven experience in a related role, such as Office Assistant, Receptionist, or other relevant position.
  • Proficient in the use of Microsoft systems, Outlook, Word, and Excel, as well as the ability to use other systems such as security software.
  • Prepared to support/cover other administrative roles when required.
  • Keen to learn and find new ways of doing things.
  • Hard-working, committed, self-driven, able to use initiative, to meet all reporting deadlines, and to anticipate and respond very quickly to business requirements.
  • Always friendly, approachable, and presentable.
  • Customer service focused with a high level of professionalism.
  • An excellent communicator, fluent in both English and Portuguese.
  • Ability to prioritise and juggle multiple streams of activity.
  • Ability to build good relationships, both internally and externally, whilst maintaining professionalism.
  • Ability to handle confidential information with discretion.

What We Offer:

  • A great benefits package, including hybrid working, social events, training opportunities, medical and dental insurance, life assurance, meal cards, and much more.
  • The opportunity to work with some of the most exciting brands around the world.
  • Priority on career development and helping you grow your skills.

Our Culture:

  • We believe that we are what we do, not just what we say.
  • Our shared values and behaviours show how to bring the VML culture to life through the actions we all take every day.

Our Team:

  • We are a team of specialists who are always ready to help each other.
  • We work in coordination with our Local and EMEA client leads.

How to Apply:

Please submit your application, including your resume and a cover letter, to us. We look forward to hearing from you.

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