Office Manager - Fixed term contract

OVH GmbH; Lisboa; Híbrido; EUR 30 000 - 45 000; Tempo integral

Resumo da oferta

OVH GmbH in Lisbon, Portugal is seeking an Office Manager to ensure smooth site operations, act as the primary contact coordinating local teams and HQ, and implement OVH Group HR and administrative policies. The role covers HR administration, payroll liaison, vendor relations, and site governance, with strong emphasis on compliance and cross‑team coordination.

The candidate will support onboarding, organize meetings, manage contracts and legal documents, and coordinate internal communications.

Qualificações

• Excellent administrative and accounting knowledge.
• Execute and control a payroll process.
• Experience in office management.
• Experience in Human Resources management appreciated.
• Good level of English.

Responsabilidades

• Deploy, support and promote the Group's HR policies (compensation & benefits, training, evaluation, etc.).
• Support newcomers' onboarding and provide them with all the necessary environment for their job
• Organize meetings for the different teams
• Ensure Internal Group communications are released and understood within the site
• Manage personnel administration (contracts, addendums, legal documents)
• Ensure compliance with local legal framework
• Realization of monthly HR reports
• Prepare and consolidate variable payroll elements, liaise with the accounting firm
• Control payroll cycle execution with the accounting firm
• Follow up training requests with Training Center
• Organize internal events per Group policies
• Provide prompt responses to internal requests (accounting, treasury, legal)
• Guarantee reliability of contracts and website provisions
• Manage client requests in legal matters and liaise with Group legal
• Process payments to providers with Group Treasury
• Validate customer payments in internal tools
• Manage customer refunds and financial reports
• Coordinate travel for team members
• Liaise with offices, contractors, suppliers

Conhecimentos

Admin knowledge

Payroll processing

Office management

HR management

English proficiency

Descrição da oferta de emprego

The Office Manager is in charge of the management of a site by providing a smooth running of the service, being a key contact person to coordinate the local teams and HQ and deploying the OVH Group's internal policies.

Your main responsibilities :

HR activities

• Deploy, support and promote the Group's HR policies (compensation & benefits, training, evaluation, etc.)
• Support newcomers' onboarding and provide them with all the necessary environment for their job
• Organize meetings for the different teams
• Ensure Internal Group communications are released and understood within the site
• Manage personnel administration (management of employment contracts and addendums, various legal documents, etc.)
• Ensure compliance with the local legal framework
• Realization of monthly HR reports
• Prepare and consolidate variable payroll elements (bonuses, absences, leave, etc.),establish the link between the accounting firm and HR department
• Control the proper execution of the payroll cycle by the accounting firm
• Follo up training requests in collaboration with the Training Center
• Organize internal events in accordance with Group policies (thematic, budget, etc.)

Financial and legal activities

• Provide prompt and accurate answers to requests from internal departments (accounting, treasury, legal, etc.)
• Guarantee the reliability of our commercial contracts and our website's provisions
• Manage clients' requests in legal matters and relay to the Group's legal department when needed
• Manage requests from local authorities
• Process all the payments of providers or institutions (taxes, contributions, etc.) in collaboration with the Group Treasury
• Validate customer payments in our internal tools
• Management of customer refunds
• Provide budget and forecast reports when required from the different departments
• Control the proper execution and the respect of deadline of the financial reports
• Compile monthly accounting reports and liaise with HQ accounting teams
• Facilitate the travel of team members, including the use of internal tools, planning, booking and reimbursement of expenses according to internal procedures

Site Administration

• Ensure the application, respect and update of health and safety policies
• Collaborate with the Office teams to ensure the compliance of the office with our Group policies in terms of design
• Contribute to a possible search for new premises, organize the move and ensure the maintenance of site activities during this one
• Make the necessary purchases for the good supply of the site (supplies, consumables, etc.)
• Mail management and control
• Liaise with other offices, contractors, suppliers and other organizations

Your future impact

• Establish and maintain relationships with external contractors, such as payroll providers, and internal teams, including finance.
• Gain proficiency in core activities within the scope, including payroll, administrative, finance, and legal support, contributing to office efficiency in these areas.

Skills required :

TECHNICAL SKILLS

• Excellent administrative and accounting knowledge
• Execute and control a payroll process
• Experience in office management
• Experience in Human Resources management appreciated
• Good level of English

SOFT SKILLS

• Ability to coordinate different teams/departments, team player
• Client oriented
• Excellent interpersonal skills
• Good management of stress, time and priorities