Office Administrator

**Who We Are**:
At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VMLY&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse.

Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences. Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work.

**The opportunity**:
As our Office Administrator in Porto, you'll be the glue that holds our vibrant office together. You'll play a vital role in ensuring our day-to-day operations run seamlessly, providing administrative support to our talented team of over a hundred specialists.

Do you thrive in a fast-paced environment where no two days are the same? Are you a master of organization with a knack for keeping things running smoothly? If so, we want you on our team

We're a dynamic company that blends the strategic thinking of a consultancy with the creative energy of an agency, all powered by cutting-edge technology and data. We partner with some of the world's most exciting brands across sport, fashion, FMCG, retail, travel & hospitality, pharma, and finance.

**What you'll be doing**:
Go-to person for all organisational matters of the day-to-day including (but not limited to) responding to customers and offer administrative support across the Organisation including senior management and the support teams: couriers/taxis, work lunches and team/coffee set ups for meetings, prepare purchase orders, order flowers/baby hampers, time sheet admin, other ad hoc administrative duties

**Responsibilities**:

- Provide prompt and professional first contact for staff, clients, and visitors to the office. Manage all planned preventative maintenance, remedial works and any corrective action is completed on a timely basis
- Coordinate travel arrangements, ensuring smooth and hassle-free trips for our team.
- Handle sensitive information with the utmost discretion and confidentiality.
- Liaise with service providers/contractors and maintain the preferred supplier list
- Health and Safety: all appropriate documentation and records are in place including Fire Safety folder, PEEP, awareness, communication, and H&S training
- Liaise with the property management company ensuring any issues are addressed
- Ensure everyone works 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
- Work closely with and support the People Administrator Intern

**What we want from you**:
As a person, you are proactive and pay great attention to detail. With your logic and structured mind-set, you find it easy to learn new programs and being able to prioritize many different tasks.
- Proven experience in a related role such as Office Assistant, Receptionist or other relevant position
- Proficient in 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 can offer you**:
Alongside the opportunity to work with some of the most exciting brands around the world, we'll also prioritise your career development and help you grow your skills. We'll empower you to make a difference, allow you to be yourself, and respect who you are.

We offer a great benefits package including hybrid working that works for everyone, social events, training opportunities, medical and dental insurance, life assurance, meal cards and much more.

**Our personality and behaviours**: We believe that we are what we do, not just what we say. Our shared value