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: 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. Respond 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. Ensure all appropriate documentation and records for Health and Safety 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. Take ownership of office reporting, including internal hours, training records, and certifications. Assist with office communications and running social events to contribute to a positive and collaborative work environment. Ensure the utilization of workspace: desk/team space and maintaining floor plans. Work closely with and support the People Administrator Intern. What we want from you: Proven experience in a related role such as Office Assistant, Receptionist, or other relevant position. Proficient in Microsoft systems, Outlook, Word, and Excel as well as the ability to use other systems such as security software. Prepared to support/cover other administrative roles when required. Keen to learn and find new ways of doing things. Hard-working, committed, self-driven, able to use initiative, to meet all reporting deadlines and to anticipate and respond very quickly to business requirements. Always friendly, approachable, and presentable. Customer service focused with a high level of professionalism. An excellent communicator, fluent in both English and Portuguese. Ability to prioritize and juggle multiple streams of activity. Ability to build good relationships, both internally and externally, whilst maintaining professionalism. Ability to handle confidential information with discretion. What we can offer you: Alongside the opportunity to work with some of the most exciting brands around the world, we'll also prioritize your career development and help you grow your skills. We'll empower you to make a difference, allow you to be yourself, and respect who you are.
Meal Allowance: EUR 9.6 per working day (11 months per year) Comprehensive Health Insurance Vacation: 22 days per year, available after a 3-month introductory period Additional Perks: Employee discounts, professional development opportunities (courses and certifications), and regular social events. Our personality and behaviours: We believe that we are what we do, not just what we say. Our shared values and behaviours show how to bring the VML Enterprise Solutions culture to life through the actions we all take every day:
Connect Meaningfully Inspire Creatively Include Purposefully Approach Positively Our brilliant, talented people are what makes VML Enterprise Solutions what we are. That's why we look for people who go beyond and always push our thinking to be better than yesterday.
AT VML Enterprise Solutions Our Enterprise Solutions division houses strategic consultants, creative and technical architects and skilled developers and operators that together help some of the world's leading organisations to deliver outstanding digital experiences across all major routes to market worldwide: marketplaces, online retailers, D2C, B2B and social platforms.
In our Lisbon office, you'll join a team of other specialists who are always ready to help each other. The team is part of our Enterprise Solutions network and works in coordination with our Local and EMEA client leads.
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