Office Associate Lisboa

Office Associate
Lisboa
Lisboa, Lisboa, Portugal

ABOUT US

Global Citizen Solutions is a successful multidisciplinary firm offering bespoke visa and relocation solutions in several countries across Europe and the Caribbean, with a personalized approach to each client. We collaborate with specialist partners in relocation, legal, investment, tax affairs, and concierge services.

Our team is multicultural and specialized, giving us a broad and diversified mindset aligned with a flexible and unique consulting strategy for our clients.

THE ROLE

We are seeking an experienced Office Associate that will keep the office running smoothly, handle daily operations, and make sure the team stays organized and happy. If you’re all about creating a positive, efficient workspace, this role is perfect for you!

RESPONSIBILITIES

Office

• ⁠Manage and
  - up with phone and Internet bills (periodically evaluate the package contracted vs what has been billed).
• Manage team access to the offices.
• Manage offices alarm system.
• Manage and control offices cleaning services.
• Attend
  -
  - day specific office requests.
• Be attentive and request improvements for common spaces within the building.
• ⁠Coordinate enhancements or constructions both visuals and structural on office spaces.
• Ensure the organization and cleanliness of meeting rooms and assist during client visits.
• Support various administrative tasks as needed.
• Handle office supplies, equipment, and employee requests
• Liaise with vendors and service providers (hotels, office equipment, etc. )
• Ensure a functional and pleasant office environment (snacks, drinks, coffee…)
• Be the
  - to person for ensuring our workplace is functional, joyful, and aligned with our values.
• Keep things organized behind the scenes with general administrative and operational support

Purchasing:

• New or
  - conditioned equipments or peripherals for new members. Assess the cost x benefit between market options.
• ⁠Guarantee basic hygiene supplies plus basic food supplies (coffee, snacks, fruits, etc. ).
• Office supplies: assure minimum viable, at least.
• Support on buying flight tickets (or train flights) and accommodations arrangements.
• Support purchasing (and organising) itens for monthly events (decorations, catering, etc. ).

Cars:

• Fleet management.
• ⁠Guarantee that cars inspections are done in a timely manner.
• ⁠Coordinate repairs/maintenances every time as needed.
• Manage corporate permits with the right entities, such as EMEL.

Corporate Apartment:

• Coordinate incoming and exits of guests.
• Coordinate house cleaning.
• Coordinate services/repairs needed.
• Utilities Management.

THE IDEAL CANDIDATE WILL HAVE

• Excellent communication skills, to interact with different stakeholders.
• Dynamic, proactive, multitasker, both anticipating needs and react to no planned situations.
• Ability to work in an independent way, being proactive and be at ease with operational
  -
  - day.
• Be attentive to Company's challenges and prepare analysis for processes enhancements or new methodologies / equipments to put in motion.
• Previous experience in dealing with different partners in different areas.
• Ability to adapt style and approach to different
  - works profiles and cultural variations.
• Willingness to get involved, learn & adapt quickly & work hard to achieve results.
• Willingness to work in a
  - up environment & independently.
• Experience in the hospitality industry is a plus.

WE OFFER

• Join a multidisciplinary team in a multinational environment.
• Fast-paced, highly structured and dynamic business environment.
• Comfortable office, located in a prestigious area in Lisbon, with a very easy access by public transportation (metro, bus, train and boat).

OUR VALUES

• Coachable: Open to receiving training and constant small improvements, even if experienced.
• Independent: showed able to organize oneself without “babysitter”.
• Doer: you have to love getting results yourself.
• Flexibility: Ready to adapt to a variety of tasks.
• Focused: values more stability, than the shiny new opportunities that pop up.