Our client is a multinational company with Offices in Lisbon. The Facilities Manager is looking to hire an Office Assistant to support the existing team.

Description

Reporting to the Facilities Manager you will have the following responsibilities:

Greet visitors, answer phones, and direct calls to the appropriate department or individual.

Manage office supplies, including ordering, inventory, and restocking.

Maintain the office's appearance by ensuring common areas (kitchen, restrooms, lounge, etc.) are clean and well-organised.

Assist with the setup and coordination of meetings, events, and conference rooms.

Assist with mail and courier services, including receiving, sorting, and distributing incoming mail and packages.

Provide administrative support to office management or other departments as needed.

Monitor and maintain office equipment (e.g., printers, copiers) and arrange for repairs or servicing when necessary.

Coordinate with vendors and contractors for facilities-related services such as cleaning, landscaping, and maintenance.

Assist in scheduling and overseeing minor repairs or upgrades to office infrastructure.

Maintain a safe and compliant work environment by ensuring adherence to safety protocols and building regulations.

Support the management of building access and security systems, including issuing ID badges, keys, or access cards to employees.

Assist in emergency preparedness activities and ensure safety protocols are up-to-date (e.g., fire drills, first-aid kits, emergency exits).

Help with maintaining the organisation of safety equipment and ensuring compliance with health and safety regulations.

Assist in office moves, reconfiguration, or renovations, ensuring minimal disruption to daily operations.

Manage and support ad hoc projects as assigned by the Office or Facilities Manager.

Contribute to efforts to improve office efficiency, sustainability initiatives, or cost-saving strategies.

Profile

The ideal candidate will have:

High school diploma or equivalent; college degree preferred.

1-2 years of experience in office administration, facilities management, or a related field.

Fluency in English.

Strong organisational and multitasking skills.

Excellent communication skills (verbal and written).

Basic knowledge of office equipment and facility maintenance procedures.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Ability to work independently and manage time efficiently.

A proactive and customer-service oriented approach to problem-solving.

Availability to work at the office.

Job Offer

Great opportunity to join a multinational company with career progression opportunities and possibility to join the company permanently.