Receptionist & Office Manager (On-Site) Lisboa

Receptionist & Office Manager (On-Site)
Lisboa
Lisboa, Lisboa, Portugal

Location: Parque das Nações, Lisbon

Schedule: Full-time, 5 days/week (100%
- site)

Reports to: Operations Director

The Role

We’re seeking a
- on Receptionist & Office Manager to keep our workplace running smoothly and to support day‑to‑day operations across the business. You’ll be the go‑to person for the office, suppliers and internal teams, ensuring a safe, efficient and welcoming environment.

What you’ll do

1) Front Desk & Workplace

• Run reception (greeting, switchboard, mail, visitor badging).
• Keep common areas, meeting rooms and storage tidy and in top condition.
• Manage access (cards, keys), parking spaces and the asset inventory.
• Align with the in‑house cleaning team and liaise with the condominium management company , landlord and building security (incidents, access, works and communications).

2) Logistics Support

• Support internal events, trainings and meetings (rooms, catering, travel).
• Coordinate mail/shipping , travel (flights, hotels, transfers) and accommodation .
• Manage office supplies purchasing and office vendors .

3) Fleet Management

• Manage fuel and e‑mobility cards (creation/closure, limits, incident handling, monthly reconciliation).
• Liaise with the renting partner (deliveries/returns, maintenance, tyres, inspections, replacement vehicles, claims).
• Handle tolls (device setup, licence plates, reconciliation).
• Oversee mileage management (record/validate kms, maintenance alerts, personal/business use where applicable).

4) Suppliers (Facilities)

• Source, negotiate and manage contracts for cleaning , maintenance , utilities/telecoms , and other general office suppliers .
• Process invoices and approvals in line with defined procedures.

5) Health & Safety

• Liaise with the OSH provider (hygiene, safety and health).
• Lead audits/inspections and follow up on corrective actions.
• Maintain safety signage and workstation ergonomics .
• Record and handle accidents/incidents (incl. near‑misses) and investigate root causes.
• Maintain the Emergency Plan /drills, fire wardens, PPE, first‑aid kits and mandatory training.
• Conduct risk assessments and measurements (e. G. , noise/lighting) and ensure legal compliance.

What you’ll bring

• Proven experience as Receptionist & Office Manager (min. 2–3 years).
• Native Portuguese (mandatory) and fluent English (spoken and written).
• Excellent organisation, prioritisation and multitasking;
  
  strong attention to detail.
• Supplier negotiation skills and confidence reviewing contracts.
• Solid Excel/Sheets skills and collaboration tools (e. G. , Microsoft 365/Teams).
• Driving licence (preferred).
• Availability for 100% on‑site work in Parque das Nações, 5 days/week.

Soft skills

• Exceptional proactivity (see it → fix it), autonomy and sound prioritisation.
• Strong common sense and operational judgement , knowing when to decide and when to escalate.
• Service mindset and problem‑solving attitude.
• Clear, assertive communication and a team‑player approach.
• Administrative rigour and confidentiality.
• Continuous improvement and efficiency focus.

Compensation

• €1, 000 net/month + meal allowance.