Office Assistant Job at Randstad (Lisboa)

Job Description

Randstad Professional Talent Solutions is a business unit of the Randstad Group, specializing in Middle & Top Management recruitment. As part of our client's team expansion, they are currently recruiting an English-fluent Office Assistant for their offices in Lisbon.

Job Responsibility

Support managing director, and other leadership members in: Managing calendar tasks and schedules
Organize events, meetings, etc.
Making travel arrangements and managing expense reports
Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
Coordinate the external relationship activities (embassies, other companies, Secretary of state)
Acting as the On-site Liaison: Serving as the key contact person for all day-to-day facilities-related matters, collecting employee or company service needs, and communicating them directly to the remote Facilities Manager
Performance Oversight: Proactively monitoring the performance of the FM provider, ensuring that all services (e.g., cleaning, maintenance) meet the agreed-upon Service Level Agreements (SLAs). The jobholder will be the first point of on-site escalation for any unresolved issues
Supplier and Inventory Management: Overseeing all office supplies and inventories, placing orders, verifying deliveries and coordinating with suppliers as necessary
Handle confidential documents ensuring they remain secure
Maintain electronic and paper records ensuring information is organized and easily accessible
Handling and prioritizing all outgoing and incoming correspondence (e-mail, letters, packages, etc.)
Handling confidential documents, ensuring their security and organization
Managing meeting room schedules, ensuring all equipment and refreshments are prepared
Undertaking support tasks on behalf of the management team, such as encrypting documents, scanning, and organizing files

Requirements

Relevant Degree or Equivalent Experience
5 to 10 years of proven experience as an office administrator or in a similar office management role
In depth knowledge of office management
Familiarity with basic research methods and reporting techniques
Fluent English (mandatory)
High confidentiality standards as the jobholder will be involved in strategic discussions and decisions of the company
Strong organisational skills
Working knowledge with Google Suite or comfortable with any Office suites
Strong ability for interpersonal relations (empathy, diplomacy)
Values: Integrity, respect, team spirit

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