Office Administrator needed to join our team on a part-time basis.
We are looking for someone that will work 3/4 hours a day, ideally in the morning Monday until Friday. However, we are flexible and can consider fewer days per week for the right candidate.
The opportunity:
As our Office Administrator in Porto, 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.
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 support teams.
Manage couriers/taxis, work lunches, team/coffee setups for meetings, prepare purchase orders, and handle other ad hoc administrative duties.
Provide prompt and professional first contact for staff, clients, and visitors to the office.
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.
Ensure all appropriate documentation and records for Health and Safety are in place.
Liaise with the property management company ensuring any issues are addressed.
Ensure a neat and pleasant environment in meeting rooms, open office areas, bathrooms, and kitchens.
Take ownership of office reporting, including internal hours, training records, and certifications.
Contribute to a positive and collaborative work environment by assisting with office communications and running social events.
Ensure the utilisation 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.
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 prioritise 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 prioritise your career development and help you grow your skills.
We offer a great benefits package including hybrid working, social events, training opportunities, medical and dental insurance, life assurance, meal cards and much more.
Our personality and behaviours:
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.
We work with some of the most exciting brands such as The Coca-Cola Company, EY, Bosch, Unilever, Ford, and many more. Our reputation is based on our people, and we believe we have some of the best in the business.
As our business grows internationally, we're looking for new people to join us on our journey to inspire and take a key role in shaping some of the best commerce solutions, services, and websites in the world.
In our Porto office, you'll join a team of other specialists who are always ready to help each other.
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