Administrative Assistant - Portugal

OSI Systems, Inc.; Lisboa; Teletrabalho; EUR 25 000 - 35 000; Tempo integral

Resumo da oferta

A leading detection technology firm is seeking a highly organized Service Administrator to join their EMEA Service department remotely in Lisbon, Portugal. The ideal candidate will manage service order invoicing, coordinate logistics, and handle various administrative tasks. Candidates must have 2-5 years' experience in administration, be fluent in Portuguese and English, and be proficient in Microsoft Office. This role requires strong organizational skills and the ability to work independently.

Qualificações

• 2–5 years’ experience in an administrative role.
• Ability to manage multiple tasks simultaneously.
• Computer literate and comfortable working remotely.

Responsabilidades

• Manage daily invoicing for service work completed.
• Ensure accurate documentation and follow-up on quotations.
• Coordinate logistical operations for materials and personnel.

Conhecimentos

Fluent in Portuguese

Fluent in English

Strong telephone communication skills

Proficient in Microsoft Office

Excellent organisational skills

Strong decision-making skills

Descrição da oferta de emprego

Overview

Rapiscan Systems is a global leader in detection technology, providing advanced cargo and vehicle inspection systems for ports, borders, military sites, high-threat facilities, and checkpoints. Our solutions help combat terrorism, drug smuggling, illegal immigration, and trade fraud. With a wide range of scanning configurations using low-, medium-, and high-energy X-ray technologies, we deliver best-in-class imaging, reliability, and operator satisfaction.

The Role

We are seeking a highly organised and proactive Service Administrator to support our EMEA Service department. This remote role, based in Lisbon, Portugal, is responsible for managing service order invoicing, raising quotations, and handling a variety of administrative tasks that ensure smooth operations across the service team.

Responsibilities

• Manage daily invoicing for time and material work completed by Rapiscan Service.
• Ensure accurate documentation and follow-up on outstanding quotations.
• Maintain the company car fleet for the field service team.
• Raise purchase orders for third-party support and process invoices in coordination with Finance/AP.
• Handle general administrative tasks including: overtime tracking, radiation badge management, fuel card administration, invoice logging, service contract renewals in ERP, and quote generation.

Engineers’ Timesheets

• Ensure accurate tracking and submission of engineers’ working hours for payroll and resource planning.
• Passes and Permits
• Manage documentation and renewals for operational permits and passes.

Logistics Coordination

• Oversee transportation schedules and resolve disruptions for materials, equipment, and personnel.
• Parts Shipping
• Manage inventory, shipment tracking, and customs documentation to support timely delivery.

Vehicle Insurance & Maintenance

• Administer insurance policies and maintenance schedules for company vehicles.

Qualifications

• 2–5 years’ experience in an administrative role.
• Fluent in Portuguese and English (written and spoken).
• Strong telephone communication skills.
• Proficient in Microsoft Office.
• Ability to manage multiple tasks simultaneously.
• Excellent organisational and time management skills.
• Strong decision-making skills and ability to work independently.
• Computer literate and comfortable working remotely.