The Office Manager role is a permanent position, reporting into the Senior Asset Manager, Portugal. This person will also work collaboratively with the office managers in the other Southern Europe offices (Spain and Italy). The overall purpose of the role is to perform generalist office management and administrative duties, as well as assisting the Portuguese team with tasks and being the first point of contact for any issues which arise day-to-day.
The successful candidate will be a point of contact for external guests both in person as well as on the phone, so a pleasant, friendly and approachable disposition is essential.
Main Responsibilities: Receive all incoming telephone calls and visitors to the Lisbon office and monitor all call outs
Maintain accurate log of entry keys/issuing new keys
Maintain stock, including ordering and restocking all office supplies
Implement and monitor sustainable practices for office operations, working alongside the company ESG group
Maintain office efficiency by planning and implementing office systems and equipment procurement
Ensure office is compliant with regulations including first aid trained staff, evacuation procedures, health and safety etc
Set up the office each day and maintain general cleanliness and tidiness
Set up rooms for meetings, including ordering food, serving drinks, and following up on other requests
Manage and maintain electronic equipment for staff, including troubleshooting
Liaise with HR team to assist with onboarding of new joiners, including IT and office set up and offboarding for any leavers
Hotel and travel bookings for staff
Regularly liaise with building management and landlord on building issues
Assist with the planning of management meetings and senior management related events
Assist in the organization of team events
Complete daily administrative tasks for the Portuguese team, such as:
Support with organizing business trips and asset tours
Expense processing support (Concur)
Communication with Head Office Finance team
Monitor invoicing process via our financial and asset database, Horizon
Complete ad hoc real estate and project related tasks such as database management, coordination of property manager contracts, ESG initiatives
Support in preparing and executing the Marketing business plan, including coordination with internal and external stakeholders
Assist in preparation of presentations and documents for internal and external use
Assist in collecting signatures for contracts as required
Ensure GDPR compliance of hard and soft documents.
Skills, Knowledge and Experience: The Office Manager must possess the following:
A friendly and outgoing disposition
A pro-active, can-do attitude with the ability to use initiative
Ability to operate to tight deadlines and remain calm under pressure
A strong team player, able to benefit from other individuals' experience and, in turn, support the team
Excellent telephone manner with good communication skills
Excellent attention to detail
High level of IT competence, with strong capabilities using MS Office
Fluency in English and Portuguese (other languages, desirable)
A keen interest in real estate
Previous experience in an office environment is preferred but not essential.
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