Workplace Administrator

Há 6 dias

Lisboa, Lisboa, Portugal AUTODOC Tempo inteiro

The
Workplace Administrator (m/f/d)
will be the first point of contact in our Lisbon office, ensuring a welcoming, well-organized, and smooth-running workplace on a daily basis. This role supports the Workplace Coordinator and wider Workplace Experience team in delivering excellent service to employees and visitors. The ideal candidate is people-focused, detail-oriented, and thrives in a dynamic office environment.

This role will initially be filled as a
limited time contract for 1 year
, with an
option to convert into an unlimited contract
.

Key Responsibilities

Welcome Area:

  • Serve as the first point of contact for all employees, visitors, and external guests at the welcome area (front desk).
  • Ensure a professional, warm, and well-maintained front desk, meeting rooms and other shared office spaces.
  • Manage visitor check-ins and coordinate guest logistics, including meeting room bookings.

Office Administration:

  • Handle day-to-day administrative tasks such as mail distribution, courier services, inventory control, and office supplies management.
  • Ensure the office is tidy, organized, and fully stocked with necessary materials.
  • Maintain accurate records of office supplies and assets.

Support to Workplace Operations:

  • Assist with daily office operations and communicate issues or service requests to vendors or the Workplace Coordinator.
  • Support internal moves, seating updates, and workspace upkeep in coordination with the Workplace Coordinator.
  • Help implement small workplace enhancements (e.g., signage updates, kitchen restocks, common area organization).

Employee and Visitor Support:

  • Assist with onboarding preparations such as welcome packs and office tours to the new joiners and internal colleagues on the business trips,
  • Respond to employee queries related to the office environment in a timely and friendly manner, escalate it to the appropriate teams
  • Provide on-site support during office events or team gatherings.

Health, Safety & Facility Care:

  • Conduct regular walk-throughs of the office to ensure a clean, safe, and functional environment.
  • Report any maintenance or safety concerns to the Workplace Coordinator & FM Coordinator and follow up on resolution.

Qualifications

  • Vocational training or degree in office administration, hospitality, or a related field.
  • Experience in a customer service, hospitality, administrative, or office support role.
  • Proficient in Microsoft Office tools and willing to learn workplace systems and tools.
  • Fluency in English
    and Russian
    (spoken and written) are a must, Portuguese is a plus.

Personal Attributes

  • Friendly attitude, professional and service-oriented mindset.
  • Strong sense of responsibility and ability to manage daily routines reliably.
  • Excellent organizational skills with attention to detail.
  • Team player with a flexible and proactive attitude
    .

This role is ideal for someone passionate about creating a great first impression and workplace environment. You'll play a key role in day-to-day office success while gaining valuable exposure to broader workplace operations.

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