Office Administrator

**About**Ciellos**

Ciellos is a Microsoft Dynamics 365 technology consulting powerhouse. We are a **Solutions Designated Partner in AI Business Solutions** and a **certified Microsoft ISV Development Center.** Our expertise covers a broad range of Microsoft technologies, such as Microsoft Dynamics 365 Business Central, Finance and Supply Chain Management and Customer Engagement, in addition to Power Platform, Azure, AI, Copilot and more.

Ciellos has a proven partner centric business model that supports technical excellence, global project delivery, and repeatable methodology. Our deep experience comes from over 25 years of working with Microsoft partners and technologies.

**Position Overview**

The **Office Administrator** for Ciellos' regional office in **Braga, Portugal,**is responsible for creating a welcoming, organized, and efficient work environment. A key point of contact, the Office Administrator ensures smooth daily operations of the office. This role is primarily focused on proactive office management with supporting local and international teams. The role reinforces Ciellos' company culture through thoughtful event organization and a welcoming atmosphere.

**Responsibilities**

**Office and Facilities Management**
- Being main point of contact for any building and office-related matters
- Ensure local invoices are paid and organized and reported properly in the accounting system
- Oversee ordering and management of office and first aid supplies, including inventory checks and audits
- Maintain organization in common areas, including handling daily tasks such as kitchen refreshments, fridge organization, and dishwasher duties
- Ensure activities and measures for local workplace compliance
- Select, order and maintain office equipment and furniture pieces (locks, kitchen equipment, monitors, desks etc.)
- Maintain a network of local suppliers for food, travel, accommodations, and leisure activities, and secure optimal pricing or group discounts

**Administrative Support**
- Closely cooperate with the Finance team, Regional Director, and Location Managers on making sure the budget is met diligently
- Handle outgoing mail and company checks, visit post office or banks as needed, and manage incoming mail distribution
- Arrange internal meetings, set up equipment, reserve rooms, and coordinate with other locations on meeting needs, such as for all-hands gatherings

**HR Assistance**
- Support local onboarding by setting up desks and preparing welcome packages for new employees
- Work closely with the HR team to assist in tasks related to employee well-being and retention, ensuring Ciellos’ values are embodied in office initiatives
- Assist in developing swag ideas, sourcing suppliers, and distributing branded items to team members
- Take photos and videos of office events to support our employer branding efforts
- Publish vacancies on local job boards

**Event and Travel Coordination**
- Organize and arrange social and team events, including meals, decorations, and other arrangements
- Collaborate with the HR team on virtual events to engage remote employees and strengthen Ciellos culture
- Arrange travel plans for local and international team members, including booking accommodations, preparing visas, flights, and local transportation

**What Is Needed to Succeed in The Role?**

**Required**
- English level is upper intermediate and higher, able to communicate with the US-based management and international colleagues
- Knowledge of **Portuguese**language is a must
- Excellent communication and interpersonal skills
- Attention to details and being highly organized
- Ability to manage multiple tasks simultaneously
- Ability to occasionally carry boxes with swag to the post office or accept boxes with supplies from vendors

**Nice to have**
- Knowledge of **Ukrainian**or **Albanian**languages is an advantage

**Location**

This position is an **office based**part**-**time** role. It is based in one of our regional offices - **Braga**, Portugal.**

**Compensation**

The base pay offered may vary depending on job-related knowledge, skills, experience, and the location.

**Our Benefits and Perks**
- ** Flexible Work Environment**:Enjoy flexible hours and remote work options.
- **Generous Time Off**:**Take advantage of 4 weeks of annual paid time off and 11 national holidays.
- **Comprehensive Health Insurance**:**Benefit from flexible usage options and reimbursements within your annual allowance.
- **Professional Growth**:**Receive mentoring and training from Microsoft Dynamics experts, plus reimbursement for Microsoft certifications.
- **Social Fun**:Participate in fun online events and office gatherings at our core Ciellos locations.
- **Awesome Perks**: And yes, there's swag

**Our Culture**

Our culture ensures everyone has a voice and feels truly welcome. People matter most at Ciellos and have always been at the heart of our business. We regularly ask our employees to share what they think about ou