Lisbon Office Coordinator — Onsite Operations & Welcoming Hub

Air Apps; Almada; On-site; EUR 13,000 - 20,000; Full time

Benefits offered by this job

Annual Bonus

Health Insurance

Transportation Budget

Pension Fund

Urban Sports Club

Air Conference

Job summary

Air Apps in Lisbon is seeking an organized Office Coordinator to join our onsite team. You will manage day-to-day operations of the Lisbon office, coordinate with vendors, welcome visitors and candidates, and support onboarding.

The role requires about 2+ years in admin or office coordination, strong organizational and communication skills, and a proactive mindset. A positive, welcoming environment is part of our culture.

Qualifications

• Around 2+ years of experience in administrative, office coordination, or similar roles.

Responsibilities

• Support the setup and organization of our Lisbon office.
• Manage office-related purchases, inventory, and supplies (including food, beverages, and consumables).
• Coordinate with external vendors and service providers.
• Welcome and assist candidates, visitors, and external partners.
• Help onboard new team members, including desk setup and initial orientation.

Skills

Office coordination

Organizational skills

Multitasking

Interpersonal communication

Vendor management

Tools

CRM

Job description

About Air Apps At Air Apps, we believe in thinking bigger and moving faster. We're a family-founded company on a mission to create the world's first AI-powered Personal & Entrepreneurial Resource Planner (PRP), and we need your passion and ambition to help us change how people plan, work, and live. Born in Lisbon, Portugal in 2018 and now with offices in both Lisbon and San Francisco we've remained self-funded while reaching over 100 million downloads worldwide.

Our long-term focus drives us to challenge the status quo every day, pushing the boundaries of AI-driven solutions that truly make a difference. Here, you'll be a creative force, shaping products that empower people across the globe.

Join us on this journey to redefine resource management and change lives along the way.

The Role We are looking for an organized and proactive Office Coordinator to join our onsite team in Lisbon. This role will be central to establishing and maintaining the day-to-day operations of our Lisbon office. You will be the go-to person for office coordination, vendor interactions, welcoming visitors and candidates, and supporting a smooth experience for new joiners.

Responsibilities

Support the setup and organization of our Lisbon office.

Manage office-related purchases, inventory, and supplies (including food, beverages, and consumables).

Coordinate with external vendors and service providers.

Welcome and assist candidates, visitors, and external partners.

Help onboard new team members, including desk setup and initial orientation.

Maintain an orderly and welcoming office environment.

Assist with ad hoc administrative and scheduling tasks as needed.

Requirements

Around 2+ years of experience in administrative, office coordination, or similar roles.

Excellent organizational and multitasking skills.

Strong interpersonal and communication abilities.

Proactive mindset, resourcefulness, and attention to detail.

Familiarity with handling vendors and basic office management tasks is a plus.

What benefits do we offer?

• ecosystem for work.
• Annual Bonus
• Top-tier Health and Life Insurance
• for peace of mind.
• Transportation Budget
• Coverflex
• benefits package for meal allowances, well-being, and more.
• support.
• Air Conference
• an opportunity to meet the team, collaborate, and grow together.
• Pension Fund
• to support your long-term financial planning.
• Urban Sports Club
• membership to keep you active.
• at the hub.

Diversity & Inclusion At Air Apps, we are committed to fostering a diverse, inclusive, and equitable workplace. We enthusiastically welcome applicants from all backgrounds, experiences, and perspectives. We celebrate diversity in all its forms and believe that varied voices and experiences make us stronger.

Application Disclaimer At Air Apps, we value transparency and integrity in our hiring process. Applicants must submit their own work without any AI-generated assistance. Any use of AI in application materials, assessments, or interviews will result in disqualification.

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