Office Assistant

Touch Inflight Solutions; Lisboa; Presencial; EUR 12 000 - 17 000; Tempo integral

Resumo da oferta

Touch Inflight Solutions is seeking an Office Assistant to support day-to-day operations and deliver an excellent experience for employees, visitors, and partners. The role collaborates with People, Marketing, IT, and Finance to provide administrative, operational, and logistical support across multiple functions.

The right candidate will coordinate travel, oversee facilities, manage suppliers, and assist with onboarding, events, and internal communications, all while maintaining accurate

Qualificações

• Previous experience as Office Assistant, Receptionist, Administrative Assistant, or Office Coordinator is a plus.
• Availability to work on-site on a full-time basis.
• Strong organisational skills and ability to manage multiple priorities.

Responsabilidades

• Coordinate all business travel arrangements for employees across the group, including flight bookings, hotels, ground transport, and itineraries.
• Oversee day-to-day office facilities, ensuring maintenance, organisation and full operability.
• Coordinate office suppliers and service providers, including cleaning, maintenance, equipment, stationery and catering.
• Monitor office supplies and manage inventory with cost efficiency.
• Collaborate with Finance to process invoices and support procurement processes.
• Support onboarding and IT coordination for new hires and workspace setup.
• Assist People team with employee engagement initiatives and internal communications.
• Support events, meetings, and company celebrations.
• Manage correspondence and deliveries, directing inquiries to appropriate teams.
• Coordinate logistics for meetings and events, including venue prep and catering.

Conhecimentos

Organisation & time management

Communication skills

Customer-focused approach

Team collaboration

Ferramentas

Outlook

Excel

Descrição da oferta de emprego

The Office Assistant plays a key role in ensuring the smooth day-to-day operation of the office while delivering an excellent experience for employees, visitors, and external partners. Working closely with the People, Marketing, IT, and Finance teams, this role provides administrative, operational, and logistical support across multiple business functions.

About the Responsibilities:

• Coordinate all business travel arrangements for employees across the group, including flight bookings, hotel accommodation, ground transportation, restaurant reservations, and travel itineraries.
• Support employees with travel-related requests, ensuring compliance with internal travel policies and budget guidelines.
• Oversee the day-to-day management of the office, ensuring facilities are well maintained, organised, and fully operational.
• Coordinate office suppliers and service providers, including cleaning, maintenance, office equipment, stationery, catering, and other workplace services.
• Monitor office supplies and manage inventory, placing orders as required while maintaining cost efficiency.
• Partner with the Finance team by processing invoices, tracking office-related expenses, and supporting purchase order and procurement processes.
• Collaborate with the IT team to support new employee onboarding, workspace preparation, office equipment coordination, and general office technology requirements.
• Work closely with the People team to support employee engagement initiatives, onboarding activities, internal communications, and workplace wellbeing programmes.
• Support the Marketing and People team in executing internal and external events, company celebrations, meetings, workshops, and corporate initiatives.
• Manage correspondence, and deliveries, directing enquiries to the appropriate teams.
• Coordinate logistics for meetings and events, including venue preparation, catering, materials, and visitor arrangements.
• Welcome visitors, clients, and suppliers.
• Maintain office policies, procedures, and administrative documentation, ensuring records remain accurate and up to date.

About you:

• Previous experience in an Office Assistant, Receptionist, Administrative Assistant, or Office Coordinator role is a plus.
• Availability to work on-site on a full-time basis.
• Comfortable working in a fast-paced environment with frequently changing priorities, demonstrating flexibility, resilience, and the ability to reprioritise tasks effectively.
• Excellent organisational and time management skills, with the ability to manage multiple priorities simultaneously.
• Strong communication and interpersonal skills with a customer-focused approach.
• Proficiency in Microsoft Office (Outlook, Word, Excel) and collaboration tools.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Professional, proactive, and adaptable attitude.