Office & People Operations Specialist

Novo Emprego; Lisboa; Presencial; EUR 32 000 - 45 000; Tempo integral

Resumo da oferta

Novo Emprego is seeking an organised Office & People Operations Specialist to ensure smooth daily office functioning and to support core people operations. The role blends office management, HR administration, procurement coordination, and executive-level support with discretion and autonomy.

Responsibilities span managing facilities and vendors, assisting recruitment and onboarding, maintaining GDPR-compliant HR records, coordinating training, procurement processes, and travel support, while

Qualificações

• Excellent written and verbal communication skills.
• Strong organisational and administrative abilities.
• High level of discretion, reliability, and attention to detail.
• Ability to collaborate effectively across teams and functions.
• Proactive, solution-oriented, and service-driven mindset.

Responsabilidades

• Office Management: oversee facilities, supplies, equipment, and maintenance; main contact for reception and building management; coordinate shared spaces and events; manage vendors; monitor budgets and invoices.
• HR & People Operations Support: assist recruitment and onboarding; maintain HR records and GDPR compliance; support payroll, benefits, and HR reporting; coordinate training and health and safety activities; support time-off tracking and offboarding.
• Procurement & Vendor Management: maintain supplier contracts; source and negotiate quotes for office supplies and services; manage purchase orders and deliveries; support cost optimisation with spend tracking; work with Finance on invoice reconciliation.
• Executive & Personal Assistance: manage complex calendars across time zones; prepare agendas and materials; create presentations and reports; coordinate travel and expense reporting; handle confidential information and provide ad hoc administrative support.

Conhecimentos

Organisational skills

Administrative skills

Written communication

Verbal communication

Discretion and reliability

Descrição da oferta de emprego

We are looking for a highly organised, trustworthy, and proactive Office & People Operations Specialist to ensure the smooth day-to-day functioning of the office while supporting core people operations. This role combines office management, HR administration, procurement coordination, and executive-level administrative support, requiring discretion, autonomy, and a strong service mindset.

Key Responsibilities

1. Office Management

• Ensure efficient daily office operations, including facilities, supplies, equipment, and maintenance
• Act as the main point of contact for reception, visitors, mail, couriers, and building management
• Coordinate shared spaces, internal events, training sessions, and team offsites
• Manage office vendors (cleaning, security, catering, utilities) and monitor service quality
• Track office budgets, expenses, invoices, and purchase orders in collaboration with Finance
• Support workplace sustainability initiatives and internal culture activities

2. HR & People Operations Support

• Support end-to-end recruitment and onboarding processes (job postings, interview coordination, contracts, onboarding logistics)
  

• Maintain accurate employee records and ensure GDPR/RGPD compliance
  

• Assist with payroll preparation, benefits administration, and HR reporting
  

• Coordinate training sessions, medical appointments, and health & safety activities
  

• Support time-off tracking, absence management, and offboarding processes
  

• Contribute to performance management cycles and learning & development initiatives
  

3. Procurement & Vendor Management

• Maintain a centralised overview of supplier contracts and renewal timelines
  

• Source, compare, and negotiate quotes for office supplies, services, travel, and events
  

• Prepare purchase requisitions, track orders, and follow up on deliveries
  

• Support cost optimisation through spend tracking and pricing comparisons
  

• Collaborate closely with Finance on invoice reconciliation and budget monitoring

4. Executive & Personal Assistance

• Manage complex calendars, meetings, and scheduling across multiple time zones
  

• Prepare agendas, meeting materials, minutes, and follow-up actions
  

• Create and format professional presentations, reports, and briefings
  

• Coordinate business travel and manage expense reporting
  

• Handle sensitive and confidential information with a high level of discretion
  

• Provide ad hoc administrative, data, and reporting support as required
  

Key Competencies

• Strong organisational and administrative skills, with the ability to manage multiple priorities
  

• Excellent written and verbal communication skills
  

• High level of discretion, reliability, and attention to detail
  

• Ability to collaborate effectively across teams and functions
  

• Proactive, solution-oriented, and service-driven mindset