Current vacancies

Current Vacancies

ROLE PROFILE

Role title

Office Manager, Portugal

Bonus Plan

 

Business Unit/Team

HR/Technology

Location

Oeiras, Lisbon, Portugal

Salary range

 

Team size

 

Manager

Head of HR, Portugal & Technology

 

 

 

Main Purpose of the Role

This is a co-operative support role, which will hold complete responsibility for office management, with local scope.

The Office manager should be able to ensure the smooth running of the office and help to improve Truphone’s procedures and day-to-day operation.

 

Key Responsibilities

Office and Logistics

  • Serve as the point person for office manager duties including: Maintenance; Mailing; Supplies; Equipment; Bills
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement
  • Schedule meetings and appointments, managing the usage and availability of meeting rooms
  • Maintain the office condition and arrange necessary repairs
  • Partner with HR to update and maintain office policies as necessary, developing new policies and procedures in regards to office management
  • Coordinate with IT department on all office equipment
  • Ensure that all office items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Manage office budget, ensure accurate and timely reporting
  • Provide general support to visitors
  • Assist in the on boarding process for new hires
  • Address employees queries regarding office management issues
  • Liaise with facility management vendors, including cleaning, catering, security services and others
  • Plan and schedule in-house or off-site activities

Health & Safety

  • Guarantee that Health & Safety requirements are met: work medicine appointments booking and reports, partnering with HR
  • Be our proactive health and safety representative
  • Carry out any necessary risk assessments
  • Collaborate with Compliance to create a Risk Contingency Plan
  • Manage the process of work accidents: Ensure that accidents are reported correctly and filed accordingly.

 

Skills and Experience Required

  • Proven experience as an Office manager, Front office manager or Administrative assistant
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular)
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills, English fluent
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • High School degree; additional qualification as an Administrative assistant or Secretary would be a plus.

 



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