Back Office Specialist – Digital

Há 6 dias

Porto, Porto, Portugal IAS - International Atlantic Services Tempo inteiro

Position Summary
The
Back Office Specialist – Digital & Physical Archive
is responsible for ensuring efficient document management across the company, including mail reception, digitalisation, organisation, classification, and long-term maintenance of both physical and digital records. The role also supports internal operations through supplier purchase order management and the coordination of shared internal and external document libraries.

Key Responsibilities

  • Mail Reception & Document Processing
  • Receive, register, and distribute incoming physical and digital mail.
  • Scan, digitalise, and correctly classify all incoming documentation.
  • Ensure documents are captured with accuracy and stored in the appropriate digital repositories.
  • Archive Management (Digital & Physical)
  • Maintain an organised and secure physical archive, ensuring documents are properly stored, tracked, and retrievable.
  • Manage the company's digital archive, ensuring correct categorisation, naming conventions, indexing, and version control.
  • Oversee lifecycle management of documents: creation, storage, retrieval, retention periods, and safe destruction when applicable.
  • Implement and monitor archival best practices to ensure compliance with internal policies and legal requirements.
  • Purchase Order Administration
  • Create, validate, and track internal supplier Purchase Orders (POs).
  • Ensure compliance with procurement procedures and accurate documentation.
  • Liaise with internal teams and suppliers to resolve discrepancies related to POs, invoices, or delivery confirmations.
  • Shared Libraries & Information Management
  • Manage and maintain internal and external shared libraries (e.g., SharePoint), ensuring structured access, proper permissions, and consistent document organisation.
  • Assist teams in uploading, structuring, and locating documents within shared platforms.
  • Promote standardisation in folder structure, naming conventions, and file retention policies.
  • Operational Support
  • Support internal departments with document retrieval, classification, and filing needs.
  • Identify opportunities to streamline back-office processes, especially related to document flows and archiving routines.
  • Ensure confidentiality and data protection compliance across all document handling activities.

Technical Skills
Required Skills & Qualifications

  • Experience with document management systems and digitalisation tools.
  • Proficiency in SharePoint and other shared library platforms.
  • Strong knowledge of digital and physical archiving practices.
  • Ability to manage Purchase Orders and administrative workflows.

Soft Skills

  • High attention to detail and strong organisational skills.
  • Ability to manage multiple tasks and prioritise effectively.
  • Strong communication skills and a service-oriented mindset.
  • Reliability, discretion, and strict compliance with confidentiality rules.

Education & Experience

  • High school diploma or equivalent required; vocational or higher education in Administration, Information Management, or related fields is an advantage.
  • Minimum 1–2 years of experience in back-office administration, archiving, document control, or similar roles.

Join us and be part of a dedicated team committed to excellence. Apply now

  • Back Office Specialist-German C1 and English C2

    2 semanas atrás

    Porto, Porto, Portugal Cross Border Talents Tempo inteiro 13 200 € por ano

    Cross Border Talents is hiring for our client's back-office team to support one of the leading legal advisory firms. As a Back-Office Specialist, you will handle document verification, case processing, and compliance-related tasks in German and English. No calls or customer interaction required Start Date: March 13, 2025 Contract Duration: 1 year, extendable...

  • Back-Office Specialist with French C1 and English C2

    2 semanas atrás

    Porto, Porto, Portugal Cross Border Talents Tempo inteiro 10 800 € por ano

    Join our multinational's client's back-office team and support one of the leading legal advisory firms. As a Back-Office Specialist, you will handle document verification, case processing, and compliance-related tasks in French and English. No calls or customer interaction required Start Date: March 13, 2025 Contract Duration: 1 year, extendable Working...

  • Back Office Agent

    1 semana atrás

    Porto, Porto, Portugal Cross Border Talents Tempo inteiro 25 000 € - 40 000 € por ano

    This Team based in Porto city was created to extend the operation of our Client, ICARE, to the European market. ICARE is leader in the French market for warranty in the automobile field and aims to project this experience to the European market through our platform.Today German and Italian are our main markets but We have already started the operation in...

  • Order Handling Back Office Assistant

    Há 6 dias

    Porto, Porto, Portugal Grupo Nortempo Portugal Tempo inteiro

    Nortempo Seleçãois recruiting anOrder Handling Back Office Assistant (M/F)to join the team of its prestigious Client, a multinational leader in theTechnology and Engineeringsector, based inMaia, Portugal.The ChallengeEnsure the complete and efficient management of the order life cycle, from initial processing (order entry) to logistics coordination,...

  • Digital Marketing Specialist

    Há 6 dias

    Porto, Porto, Portugal beBeeMarketing Tempo inteiro 40 000 € - 60 000 € por ano

    Career Advancement Opportunity in Digital Marketing We are seeking a highly motivated and detail-oriented individual to join our team as a Junior Campaign Specialist. As a key member of our marketing department, you will be responsible for developing and managing PPC campaigns for new clients. Key Responsibilities: - Develop and manage PPC campaigns for new...

  • Retail & Communication Specialist – Loja Porto"

    Há 6 dias

    Porto, Porto, Portugal Egg Back Home Tempo inteiro

    ABOUT THE ROLEYou will be the face and the voice of Egg Back Home in Porto.Your main focus is local marketing, street promotion, and partnerships.You will also support sales in the store and, on some days, run the store on your own.YOUR MAIN MISSIONLocal marketing and street promotion• Promote the store on the streets around the shop• Talk to people,...

  • German Digital Marketing Specialist

    2 semanas atrás

    Porto, Porto, Portugal CBTalents Tempo inteiro 40 000 € - 60 000 € por ano

    Digital Marketing Specialist German Market (Hybrid in Lisbon)Full-time | MondayFriday | Video Streaming Platform | Relocation AssistanceWe are seeking a German-speaking Digital Marketing Specialist to join our multicultural team in Lisbon. If you have experience in Ads Optimization, enjoy data-driven work, and want to contribute to the growth of a leading...

  • German Digital Marketing Specialist

    1 semana atrás

    Porto, Porto, Portugal CBTalents Tempo inteiro 30 000 € - 60 000 € por ano

    Digital Marketing Specialist German Market (Hybrid in Lisbon) Full-time | MondayFriday | Video Streaming Platform | Relocation Assistance We are seeking a German-speaking Digital Marketing Specialist to join our multicultural team in Lisbon. If you have experience in Ads Optimization, enjoy data-driven work, and want to contribute to the growth of a leading...

  • Senior Digital Marketing Programmatic Specialist

    2 semanas atrás

    Porto, Porto, Portugal Cross Border Talents Tempo inteiro 45 000 € - 55 000 € por ano

    Exciting Job Opportunity: Senior Digital Marketing Programmatic Specialist (German Speaker)Location: RemoteShift: Fixed Shift with Fixed Days OffAre you a Digital Marketing Specialist with expertise in Programmatic Advertising and experience working with Google Ads or DV360? Do you have a strong understanding of digital marketing tools and are passionate...

  • Digital Content Communications Specialist

    2 semanas atrás

    Porto, Porto, Portugal singlebuoy Tempo inteiro 30 000 € - 60 000 € por ano

    Imagine your career taking you to the depths of innovation and the heights of impact.  Our people enable continuous progress. Their commitment, collective expertise, and unique capabilities are the engine room behind SBM Offshore's True. Blue. Transition. - shaping the future of energy, and beyond.About Us:SBM Offshore is the world's deepwater...