Office Assistant

Del Monte Fresh Produce Spain SA; Lisboa; On-site; EUR 20,000 - 30,000; Full time

Job summary

Del Monte Fresh Produce Spain SA is seeking an Office Assistant in Lisbon, Portugal. The role encompasses a variety of administrative responsibilities including office contract management, mail coordination, and travel assistance for staff.

Successful candidates will demonstrate excellent organizational and communication skills, manage time efficiently, and uphold confidentiality. Proficiency in Microsoft Office and fluency in Portuguese, English, and Spanish are required.

Qualifications

• Excellent attention to detail and ability to work independently.
• Experience in global, multicultural environments.
• Strong initiative and accuracy.

Responsibilities

• Manage office services contract for utilities.
• Handle mail and urgent document shipments.
• Assist the General Manager Iberia.
• Support travel and expense forms.
• Coordinate car rental services.
• Ensure HACCP compliance.
• Support marketing activities.
• Liaise with IT for operational needs.
• Order office supplies and contact suppliers.
• Book hotels and transportation for travelers.
• Serve as the first contact for visitors.
• Organize company events and exhibitions.
• Plan gifts for employees and negotiate prices.

Skills

Organizational skills

Cultural awareness

Time management

Problem-solving

Confidentiality

Adaptability

MS Office proficiency

Communication skills

Fluent in Portuguese

Fluent in English

Fluent in Spanish

Job description

Office Assistant

Administration

• POSITION CODE: Office Assistant
• FUNCTION: Administration
• LOCATION: Lisbon, Portugal
• EMPLOYMENT TYPE: Permanent Contract

Responsibilities

• Ensure administrative tasks regarding Iberia’s offices: Office Services Contract Management (water, electricity, and other utilities), Contract Lifecycle Management, Food Contract Management.
• Being in charge of the collection and distribution of mail so that no business remains pending due to mail delay. Shipment of urgent documents and prepare packages for sending products samples with express mail.
• Support the General Manager Iberia on various assignments.
• Providing assistance with TNE forms (Travel and Expense).
• Coordinating car rental services.
• Ensuring compliance with HACCP standards.
• Supporting marketing activities.
• Liaising with IT support for operational needs.
• Ordering stationery – and other office needs – contact with suppliers if needed to allow each team member to work easily.
• Hotel booking, plane, taxi booking, assistance in general to travelers to centralize requests and be sure team members can honor their appointments in compliance with the laws of the country.
• Being the first phone contact of Del Monte Portugal.
• Welcome office visitors (suppliers, customers, etc..) to provide a well image of our company to any internal or external visitors who come to our offices.
• Organize participation to Company exhibitions and events.
• Search gifts for occasions for the Company Employees (Christmas, Easter…), select restaurant for special celebrations and negotiate prices.

Skills

• Organizational skills that reflect ability to work independently and efficiently perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Experience working in global, multicultural environments with required cultural awareness.
• Excellent management, time management, and problem-solving skills.
• Initiative and attention to detail and accuracy.
• Confidentiality and Adaptability.
• Proficiency computer, MS Office and IT systems.
• Outstanding communication and presentational skills.
• Fluent in Portuguese, both written and spoken.
• Fluent in English, both written and spoken.
• Fluent in Spanish, both written and spoken.