Office Manager Lisboa

Office Manager
Lisboa
Lisboa, Lisboa, Portugal

Job Title: Office Manager

Location: Lisbon

Type: Full-Time

Work Arrangement: In-office

Job Overview: The Office Manager oversees office operations and corporate travel programs. Key duties include managing supplier contracts, office supplies, leases, and ensuring compliance with safety standards. The role also administers executive travel, coordinates itineraries, monitors travel budgets, and supports leadership with ad hoc projects and documentation management.

Job Responsibilities:

Office Management

• Oversee operations for offices across the Iberian region, acting as the primary point of contact for any
  - related inquiries and issues.
• Manage supplier contracts and relationships for office equipment, utilities, first aid, and cleaning services and others as required.
• Ensures compliance to safety, health and security standards.
• Negotiate lease agreements, coordinate office relocations, and manage relationships with property managers.
• Provides assistance to all local offices on the processing of business permits and related requirements.
• Communicates with local offices on general office management such as but not limited to repairs and maintenance, cleaning schedules, renovation and other similar scope.
• Establish unified processes and procedures across the region to ensure company’s guidelines are followed in relation to all office related matters.
• Ensure budget compliance for office related expenses.
• Responsible for performance management of clerical and administrative personnel.

Characteristics of the role:

2 direct reports (1 Spain, 1 Portugal)

Responsible for office lease contract & contracts related to office services:

• Electricity
• Heating
• Cleaning & Maintenance
• Work spaces
• Coffee and fruit
• Etc

Travel Management

• Oversee the corporate travel program, serving as the primary travel administrator.
• Provide assistance with setup and training of new employees.
• Administrator for the company’s Uber account, managing access, travel programs and vouchers.
• Manage all aspects of executive travel, including booking flights, accommodation, and transportation as required.
• Communicates with local offices on all matters relating to fleet services.
• Coordinate detailed itineraries for global executive team visits across the European region.
• Prepare quarterly sustainability reports for group sustainability manager.
• Track travel spend against travel budgets, providing quarterly travel spend reports.

Documentation

• Prepare company documentation, ensuring accuracy and adherence to company standards.
• Manage approvals and document workflows, ensuring timely processing of all documentation.

Minimum Qualifications:

• Native/fluent Portuguese skills
• Professional English skills (written and spoken)
• Minimum 3 years of relevant experience as a Business Support Administrator, Administrative Officer, Operations Support, or a similar role
• Organisational and administrative skills, including strong attention to detail, meeting
• deadlines and the ability to prioritise and control own workload with relevant systems and processes in place
• Experience with office management and dealing with property managers across multiple locations and countries will be highly regarded.
• High level of confidentiality and discretion.
• Experience with travel management.
• Excellent communication, interpersonal and stakeholder management skills.
• Technically savvy - Office 365, messaging and meeting apps, recent technology tools and solutions for managing workflow, fast learner of new technology and platforms.
• Proactiveness to ensure any issues are anticipated and relevant sources are addressed; strong data analytical and
  - solving skills.
• Eagerness to always learn and see how you can improve the status quo.