Office Manager Lisboa

Office Manager
Lisboa
Lisboa, Lisboa, Portugal

Job Title: Office Manager, Europe

Location: Lisbon

Type: Full-Time

Work Arrangement: In-office

About Us: At VORTAL, a proud member of Hubexo, we help the world build better. As global leaders in delivering essential
- driven insights, our unrivalled technology solutions enable our customers to sell more, improve efficiency, and build sustainably.

Core Values:

• Dream Big: Embrace ambitious goals and strive to exceed expectations every day.
• Own It: Take ownership of your work and empower yourself to make a difference.
• Do the Right Thing: Stand firm in your values and let integrity guide your actions at every turn.
• Thrive Together: Collaborate, communicate, and celebrate success.

Why Choose Us?

• Global Leadership: We are the world’s leading provider of commercial construction data, insights, and software solutions.
• Genuine Connections: Our customers stay with us because we deliver a
  - class experience, ensuring their ongoing success.
• Continuous Improvement: We’re committed to evolving our tools and services to better serve our customers and enhance the effectiveness of our data.

Job Overview: The Office Manager oversees Hubexo’s Europe office operations and corporate travel programs. Key duties include managing supplier contracts, office supplies, leases, and ensuring compliance with safety standards. The role also administers executive travel, coordinates itineraries, monitors travel budgets, and supports leadership with ad hoc projects and documentation management.

Job Responsibilities:

Office Management

• Oversee operations for all Hubexo offices across the European region, acting as the primary point of contact for any
  - related inquiries and issues.
• Manage supplier contracts and relationships for office equipment, utilities, first aid, and cleaning services and others as required.
• Communicates with local offices on procurement and inventory of office supplies, pantry supplies and other related requirements.
• Ensures compliance to safety, health and security standards for all European offices.
• Negotiate lease agreements, coordinate office relocations, and manage relationships with property managers.
• Provides assistance to all local offices on the processing of business permits and related requirements.
• Communicates with local offices on general office management such as but not limited to repairs and maintenance, cleaning schedules, renovation and other similar scope.
• Establish unified processes and procedures across the region to ensure company’s guidelines are followed in relation to all office related matters.
• Ensure budget compliance for office related expenses.
• Responsible for performance management of clerical and administrative personnel.

Travel Management

• Oversee the corporate travel program with Corporate Traveller for Europe, serving as the primary travel administrator.
• Manage the implementation of corporate travel program in Asia, including coordination with employees across the countries included, ensure the program setup is in line with the company’s travel policy, required approvals and reporting needed.
• Provide assistance with setup and training of new employees.
• Administrator for the company’s Uber account, managing access, travel programs and vouchers.
• Manage all aspects of executive travel, including booking flights, accommodation, and transportation as required.
• Communicates with local offices on all matters relating to fleet services.
• Coordinate detailed itineraries for global executive team visits across the European region.
• Prepare quarterly sustainability reports for group sustainability manager.
• Track travel spend against travel budgets, providing quarterly travel spend reports.

Ad hoc projects

• Assist the CFO and European leadership team with any ad hoc projects across the region as required.
• Coordinate between the countries and functions within the Europe region to ensure group initiatives are implemented consistently.

Documentation

• Prepare company documentation, ensuring accuracy and adherence to company standards.
• Manage approvals and document workflows, ensuring timely processing of all documentation.

Minimum Qualifications:

• Native/fluent Portuguese skills
• Professional English skills (written and spoken)
• Minimum 3 years of relevant experience as a Business Support Administrator, Administrative Officer, Operations Support, or a similar role
• Organisational and administrative skills, including strong attention to detail, meeting
• deadlines and the ability to prioritise and control own workload with relevant systems and processes in place
• Experience with office management and dealing with property managers across multiple locations and countries will be highly regarded.
• High level of confidentiality and discretion.
• Experience with travel management, hands on experience with Corporate Traveller is a bonus.
• Excellent communication, interpersonal and stakeholder management skills.
• Technically savvy - Office 365, messaging and meeting apps, recent technology tools and solutions for managing workflow, fast learner of new technology and platforms.
• Proactiveness to ensure any issues are anticipated and relevant sources are addressed; strong data analytical and
  - solving skills.
• Eagerness to always learn and see how you can improve the status quo.

Characteristics of the role:

3 direct reports (Spain, UK, Portugal)

Office team of 6, plus 3-4 dotted lines

Budget responsibility

Responsible for office lease contract & contracts related to office services:

• Electricity
• Heating
• Cleaning & Maintenance
• Work spaces
• Coffee and fruit, etc