Business & Office Specialist

Swiss Life Asset Management AG; Lisboa; On-site; EUR 24,000 - 32,000; Full time

Job summary

Swiss Life Asset Managers is expanding its pan-European platform in Portugal and seeks an experienced Office & Workplace Specialist. The role covers coordinating office services, supporting fit-out projects, and managing vendors, with responsibilities for onboarding new staff and maintaining a professional workplace.

You will work in an international environment, liaising with leadership and cross-functional teams, ensuring smooth operations while supporting safety and administrative

Qualifications

• At least 2–3 years’ experience in office coordination or a comparable role.
• Strong organisational skills and ability to manage multiple priorities.
• Proactive, service-oriented mindset with customer focus.
• Fluency in Portuguese and English, both written and spoken.
• Knowledge of Portuguese workplace and administrative requirements is a plus.
• Proficiency with Microsoft 365 tools and collaboration apps.

Responsibilities

• Coordinate office services, facilities and workplace requirements.
• Support projects related to office fit-out and expansion.
• Liaise with suppliers, building management and service providers.
• Manage access, equipment, supplies and office-capacity information.
• Maintain a professional and welcoming workplace.
• Engage with Safety & Occupational Health services and implement prevention plans.

Skills

Strong organisational skills

Proactive service-oriented

Clear communication

Attention to detail

Fluent in Portuguese & English

Tools

Microsoft 365

Job description

Recognising tomorrow's opportunities today. Yours and ours.

At Swiss Life Asset Managers you will contribute your own talent and expertise in a motivated and flexible working environment. You will take on a high degree of responsibility and master demanding challenges independently, with the scope to express yourself and in cooperation with professional teams.

Working at Swiss Life Asset Managers is a dynamic experience in a stable environment. Our employees make the difference. People count.
Flexible working models will enable you to reconcile your professional and personal ambitions.

As we continue to expand our pan‑European platform operations, we are strengthening our presence in Portugal.

We are looking for Business & Office Specialis t to join our growing team and contribute to the business and office daily operations.

We offer an international, collaborative environment built on trust, ownership, and long‑term development.

Join a leading asset manager and be part of a team where your contribution truly matters and where you can continue to grow professionally.

Responsibilities

Office & Workplace Support

• Coordinate office services, facilities and workplace requirements
• Support projects in relation with the office fit-out and expansion
• Liaise with suppliers, building management and service providers
• Manage access, equipment, supplies and office-capacity information
• Maintain a professional and welcoming workplace
• Engage with Safety & Occupational Health service provider, ensuring the implementationofprevention plans and corrective measures.
• Ensure physical onboarding, workplace support and first-level administrative assistance fornew employees

Administrative & Meeting Support

• Coordinate leadership meetings including agendas, minutes and action tracking
• Assist with local and cross-functional initiatives, tracking actions, deadlines and issues

Coordination, Knowledge & Project Support

• Support CEO initiated or overseen activities, meetings and communication across teams andstakeholders, and maintain local documentation and knowledge repositories.
• Support project management, local initiatives and operational improvement activities.

Deputisation

• Deputise for the Lead during absences, maintaining continuity and representation
• Escalate decisions beyond delegated authority to the CEO or relevant functional leader

Experience

• At least 2–3 years’ experience in office coordination or acomparable role
• Strong organisational skills
• Proactive, service-oriented and comfortable managing multiple priorities
• Clear communication and strong attention to detail
• Experience in a growing or international organisation, including coordination of suppliers, meetings or employee activities, is a plus.
• Knowledge of Portuguese workplace and administrative requirements
• Fluency in Portuguese and English
• Proficiency in Microsoft 365

Your benefits

We help our employees shape their professional development and their private life to their best advantage, throughout all phases of their life. Our attractive benefits play a part in this effort.

Your contact

Mariana Gomes Mendes
Tel: