Office Manager

We are looking for an office manager (Lisbon based, full-time position). A key role to us and our collaborative approach to work. We are looking for a natural connector and a team nurturer. You’ll be supporting and managing day-to-day life. You’re a fit if you are proactive, autonomous, and organized.

ProjectOffice:
→ Purchase kitchen and office supplies
→ Handle mail and shipping
→ Keep the office space organized
→ Manage the weekly internal calendar
→ Manage hours/payment for cleaning employee
→ Monitor the team’s budgets

Human Resources:
→ Recruitment (responding, scheduling)
→ Onboarding new members (creating accounts/access, providing information on insurance and accounting)
→ Management of contracts with external teams
→ Management of team members' birthdays (calendar, cake, and candles on their day)
→ Applications and management of IEFP internships
→ Management of training budgets
→ Onboarding and offboarding of employees*
→ Processing of salary payments*

Team's support:
→ Reservations (cars, accommodations, etc.)
→ Gift cards (projects)
→ Checklists for research (NDAs, consent forms, etc)
→ Setup for co-creation/client sessions (space, catering, invitations, compensation, materials, etc.)

Accounting:
→ Uber invoices
→ Collect invoices from suppliers
→ Retrieve invoices (team)
→ Prepare invoices for accounting SAFT*
→ Issue invoices to clients*
→ Request invoices from clients*
→ Register invoices/receipts*

Events:
→ Support in the organization and logistics
→ Help in the identification and management of partners

*tasks reviewed and added on the long-term.

→ Good English speaking/writing
→ Driving license (ideal)
→ Past experience in a similar role