HR Specialist

Xpertsoft; Lisboa; Hybrid; EUR 28,000 - 36,000; Full time

Job summary

Xpertsoft is seeking an experienced Office Manager to join our Lisbon-based team. The role covers HR administration, office operations, and cross-functional support across IT, finance, and facilities.

The ideal candidate will manage HRIS, onboarding, relocation, and vendor relationships, ensuring compliance with Portuguese labour law and health & safety standards while delivering proactive, service-oriented support.

Qualifications

• 3+ years in Office Management, HR Administration or similar.
• Good knowledge of Portuguese labor law and health & safety requirements.
• Experience with HRIS and employee records management.
• Experience in onboarding, relocation support, employee benefits, and HR operational processes.
• Experience in office administration, vendor management, and workplace coordination.
• Strong organizational and multitasking skills with the ability to prioritize in a fast-paced environment.
• Strong communication and interpersonal skills with a service-oriented mindset.
• High level of professionalism and ability to handle confidential information.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and proactively drive initiatives forward.
• Good budgeting and reporting capabilities.
• Fluent English communication skills, written and spoken.
• Proficiency in Google Workspace, Microsoft Office, and HR systems.

Responsibilities

• Keep company policies updated and compliant.
• Manage HRIS systems and maintain accurate employee records.
• Support relocation, onboarding, and HR-related projects.
• Assist recruitment processes, including candidate coordination and hiring support.
• Coordinate employer branding initiatives, including internal activities and social media-related projects.
• Organize in-house and off-site events, celebrations, conferences, and team-building activities.
• Provide support and guidance to employees and visitors.
• Arrange business travel, including flights, accommodation, visas, and logistics.
• Address employee relations matters, including workplace complaints and HR-related concerns.
• Support the administration of training, employee benefits, performance, recognition, and feedback programs.
• Prepare reports for salary calculations and support payroll-related processes.
• Track HR and team event budgets.
• Promote diversity and inclusion initiatives across the organization.
• Manage front desk and office administration tasks, including greeting guests, handling deliveries, answering calls, and ordering office supplies.
• Ensure workplace health & safety compliance and office space management.
• Manage relationships with office vendors, suppliers, landlord, cleaners, catering, and security services.
• Coordinate office-related needs with the IT department and manage office equipment.
• Monitor office General & Administrative (G&A) budget and reporting.
• Maintain office logistics, including access cards, parking systems, and workplace organization.
• Ensure a smooth and efficient office environment, including additional administrative support when required.
• Take care of office wellbeing elements, including office plants and workspace atmosphere.

Skills

Office Management

HR Administration

HR Operations

Portuguese Labour Law

HRIS Systems

Onboarding & Relocation

Vendor Management

Budgeting & Reporting

English Fluency

Microsoft Office

Google Workspace

Communication Skills

Multitasking

Tools

HRIS software

Google Workspace

Microsoft Office

Job description

• Keep company policies and internal guidelines updated and compliant.
• Manage HRIS systems and maintain accurate employee records.
• Support employee relocation, onboarding, and HR-related projects.
• Assist recruitment processes, including candidate coordination and hiring support.
• Coordinate employer branding initiatives, including internal activities and social media-related projects.
• Organize in-house and off-site events, celebrations, conferences, and team-building activities.
• Provide support and guidance to employees and visitors.
• Arrange business travel, including flights, accommodation, visas, and logistics.
• Address employee relations matters, including workplace complaints and HR-related concerns.
• Support the administration of training, employee benefits, performance, recognition, and feedback programs.
• Prepare reports for salary calculations and support payroll-related processes.
• Track HR and team event budgets.
• Promote diversity and inclusion initiatives across the organization.
• Manage front desk and office administration tasks, including greeting guests, handling deliveries, answering calls, and ordering office supplies.
• Ensure workplace health & safety compliance and office space management.
• Manage relationships with office vendors, suppliers, landlord, cleaners, catering, and security services.
• Coordinate office-related needs with the IT department and manage office equipment.
• Monitor office General & Administrative (G&A) budget and reporting.
• Maintain office logistics, including access cards, parking systems, and workplace organization.
• Ensure a smooth and efficient office environment, including additional administrative support when required.
• Take care of office wellbeing elements, including office plants and workspace atmosphere.

Requirements

• 3+ years of experience in Office Management, HR Administration, HR Operations, or a similar role.
• Good knowledge of Portuguese labor law, employment regulations, and workplace health & safety requirements.
• Experience with HRIS systems and employee record management.
• Strong understanding of onboarding, relocation support, employee benefits, and HR operational processes.
• Experience in office administration, vendor management, and workplace coordination.
• Strong organizational and multitasking skills, with the ability to prioritize effectively in a fast-paced environment.
• Strong communication and interpersonal skills with a service-oriented mindset.
• High level of professionalism and ability to handle confidential and sensitive information.
• Strong problem-solving skills and attention to detail.
• Ability to work independently and proactively drive initiatives forward.
• Good budgeting and reporting capabilities.
• Fluent English communication skills, written and spoken.
• Proficiency in Google Workspace, Microsoft Office, and HR systems.

Nice to have

• Experience supporting recruitment activities and talent acquisition processes.
• Experience in employer branding projects, internal engagement initiatives, or social media-related activities.
• Previous experience organizing company events, team activities, or corporate travel arrangements.
• Experience working in a technology, software, or consulting environment.
• Interest or experience in diversity & inclusion initiatives.

Also good to know

• Full-time, on-site role based in Lisbon, Portugal.
• Proactive, positive, and people-oriented attitude.
• Ability to thrive in a dynamic and fast-paced work environment.
• Strong ownership mindset with flexibility to support cross-functional operational needs.