OFFICE ASSISTANT Lisboa

OFFICE ASSISTANT
Lisboa
Lisboa, Portugal

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Responsibilities

1. Provide front desk services at a reception counter, mailing and courier services, stationery supplies for the office and answering telephone calls for company general lines.
2. Conduct weekly inspection of the entire office space and report any issues to the workplace manager.
3. Manage travel arrangements which includes transportation, accommodation and liaise with the hotel for corporate discounts.
4. Manage the pantry services such as maintain the beverages inventory, replenish the beverages, liaise with vendors, etc.
5. Ensure food storage organizers, utensils, plates, cups etc. is provided to each pantry area.
6. Provide sufficient supply of groceries such as dairy products, coffee beans, drinking water, biscuits, bread, fruits, cereal etc.
7. Responsible to manage the office security such as visitor access, employee access and maintain the checklist for access card activation and reactivation.
8. Responsible for managing the office services such as office cleaning, potted plant, pest control, etc.
9. Coordinate and monitor activities of contract suppliers, manage vendor relationships and ensure the signed contract checklist update regularly.
10. Assist workplace manager in managing the procurement activities such as issuance of Purchase Order, Received Goods and Services and Payment of Invoices.
11. Assist the workplace manager in managing the coworking clients which includes managing the booking system, liaise with finance for issuance of invoices, communicate with clients, etc.
12. Support other workplace administrative tasks as assigned by the supervisor as and when needed.

Qualifications

1. At least 2 years experience in Facilities/Administration/Workplace Assistance/Procurement Assistance
2. Good in MS Office (MS Word/Excel/Power Point)
3. Good communication and negotiation skills
4. Good planning and organizational skills
5. Possess good problem analysis skills and able to make decisions
6. A ‘can do’ attitude in facing challenges and problem solving.
7. Customer service orientation and team player.
8. Able to communicate and write in English.

Education

1. Professional Certificate or Degree in a relevant subject

Remarks

The position requires work in the office five days a week.