About Forvia Software Services: Forvia Software Services is a dynamic and innovative company within the Forvia Group, specializing in delivering cutting-edge software solutions for the automotive industry. We work closely with leading OEMs to provide innovative applications that shape the future of in-car technology. Join us and be a part of the exciting journey to redefine the automotive software landscape.
Position Overview: We are seeking a highly motivated and skilled Office Manager to join our team in Lisbon, Portugal. This role is pivotal in driving the success of Forvia Software Services by providing critical support in various domains including legal and financial management, office administration, and fostering a collaborative work environment.
Key Responsibilities:
Legal support:Complete NDA's - send to legal team and clients for review.Help with VISA process for foreign employees, liaison between employee and immigration lawyers. Complete forms for the employer.Manage external consultants' contracts: creation, modification and renewal.Participate in ISO audit (support to HR and in general).Support in tax preparation and submission.
Financial support:Accounts payable.Office Budget preparation & control.Monthly reporting of expenses, administrative topics.
Project Management & IT:Project management for strategic topics such as office relocation.Management Equipment (mobile devices, computers).Purchase equipment for the company, including for flexben orders for employees.Manage and create new users in Office 365/ Distributions lists.Order new monitors / equipment for employees to work at home.
Office support:Liaison with Forvia, JVs and different geographical entities for the purpose of organization.Liaison with building management.Kitchen & office supplies inventory (Perks, purchasing, maintaining).Keep office in order (reorganize, arrange).Security (alarm system, card access).Logistics (events, team activities, travel plans, shipping, mail).Team equipment purchasing (devices, equipment, …).Purchase order and payment follow up for external services.
General:Coordinate with various staff for operational support activities, serve as a liaison between departments in the resolution of day-to-day administrative and operational problems.Support all teams on a daily basis both physically and remote.Support in Travel organization.Support random requests.
Support to HR:Support HR manager in onboarding and offboarding of all employees.Prepare medical appointments (working medicine) with appointed company.Manage Flexible Benefits Plan.Events Management (internal and external events).Organize Monthly lunches.Prepare Relatório Único.Negotiate new suppliers and renews for Faurecia Aptoide.Approve tax payments for HR (SS payments).Send welcome kits to new babies Faurecia Aptoide.Approve invoice for HR Outsourcing companies.Manage new benefits and Perks for all employees (urban sports, car, HR policy, Christmas gift, Referral vouchers, edenred vouchers).
Qualifications:
Bachelor's degree in Business Administration, a related field.
Proven experience in HR/Office management, preferably in the tech industry.
Team spirit & collaborative.
Strong analytical skills and the ability to translate data into actionable insights.
Exceptional communication and interpersonal skills to collaborate effectively with teams, clients, and external agencies.
Strong problem-solving abilities to identify issues, develop solutions, and drive improvements.
Knowledge of the automotive industry is a bonus.
Fluency in English and Portuguese is required.
Why Join Forvia Software Services:
Opportunity to work at the forefront of automotive software technology.
Collaborative and innovative work environment.
Competitive salary and benefits package.
Career development and growth opportunities within a rapidly expanding company.
Be part of a global organization dedicated to shaping the future of mobility.
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