Administrative Assistant - Portugal Lisboa

Overview

Rapiscan Systems is a global leader in detection technology, providing advanced cargo and vehicle inspection systems for ports, borders, military sites,
- threat facilities, and checkpoints. Our solutions help combat terrorism, drug smuggling, illegal immigration, and trade fraud. With a wide range of scanning configurations using
- ,
- , and
- energy X-ray technologies, we deliver
-
- class imaging, reliability, and operator satisfaction.

The Role

We are seeking a highly organised and proactive Service Administrator to support our EMEA Service department. This remote role, based in Lisbon, Portugal, is responsible for managing service order invoicing, raising quotations, and handling a variety of administrative tasks that ensure smooth operations across the service team.

Responsibilities

• Manage daily invoicing for time and material work completed by Rapiscan Service.
• Ensure accurate documentation and
  - up on outstanding quotations.
• Maintain the company car fleet for the field service team.
• Raise purchase orders for
  - party support and process invoices in coordination with Finance/AP.
• Handle general administrative tasks including: overtime tracking, radiation badge management, fuel card administration, invoice logging, service contract renewals in ERP, and quote generation.

Engineers’ Timesheets

• Ensure accurate tracking and submission of engineers’ working hours for payroll and resource planning.
• Passes and Permits
• Manage documentation and renewals for operational permits and passes.

Logistics Coordination

• Oversee transportation schedules and resolve disruptions for materials, equipment, and personnel.
• Parts Shipping
• Manage inventory, shipment tracking, and customs documentation to support timely delivery.

Vehicle Insurance & Maintenance

• Administer insurance policies and maintenance schedules for company vehicles.

Qualifications

• 2–5 years’ experience in an administrative role.
• Fluent in Portuguese and English (written and spoken).
• Strong telephone communication skills.
• Proficient in Microsoft Office.
• Ability to manage multiple tasks simultaneously.
• Excellent organisational and time management skills.
• Strong
  - making skills and ability to work independently.
• Computer literate and comfortable working remotely.