.At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VMLY&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse. Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences. Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work. Office Administrator needed to join our team on a permanent basis. You will be responsible for both VML Enterprise Solutions and VML MAP offices. The opportunity: As our Office Administrator in Lisbon, you'll be the glue that holds our vibrant office together. You'll play a vital role in ensuring our day-to-day operations run seamlessly, providing administrative support to our talented team of over a hundred specialists. This role is a full-time 4 days position based in our Lisbon Office and 1 day working from home. Do you thrive in a fast-paced environment where no two days are the same? Are you a master of organization with a knack for keeping things running smoothly? If so, we want you on our team! What you'll be doing: Go-to person for all organisational matters of the day-to-day including (but not limited to) responding to customers and offering administrative support across the Organisation including senior management and the support teams: couriers/taxis, work lunches and team/coffee set ups for meetings, prepare purchase orders, order flowers/baby hampers, time sheet admin, other ad hoc administrative duties. Responsibilities: Provide prompt and professional first contact for staff, clients, and visitors to the office. Manage all planned preventative maintenance, remedial works and ensure any corrective action is completed on a timely basis. Coordinate travel arrangements, ensuring smooth and hassle-free trips for our team. Be a communication pro, responding to internal and external inquiries via phone and email with professionalism and a helpful attitude. Handle sensitive information with the utmost discretion and confidentiality. Liaise with service providers/contractors and maintain the preferred supplier list. Health and Safety: Ensure all appropriate documentation and records are in place including Fire Safety folder, PEEP, awareness, communication, and H&S training. Liaise with the property management company ensuring any issues are addressed. Ensure everyone works in a neat and pleasant environment including meeting rooms, open office area, bathrooms and the kitchen
