Office & People Operations Specialist (Part-Time)

Novo Emprego | Portal de Emprego; Lisboa; Presencial; EUR 24 000 - 36 000; Tempo integral

Resumo da oferta

Novo Emprego in Lisbon is seeking an Office Manager to streamline daily operations, coordinate facilities, vendors, and events, and support internal communications.

You will also handle HR & People Operations tasks, onboarding, records management, GDPR compliance, payroll assistance, and training coordination, plus procurement and executive support across time zones.

Responsabilidades

• Office Management: Ensure efficient daily office operations, including facilities, supplies, equipment, and maintenance
• HR & People Operations Support: Support end-to-end recruitment and onboarding, maintain employee records, GDPR compliance, payroll assistance, and training coordination
• Procurement & Vendor Management: Manage supplier contracts, source and negotiate quotes, track orders, and support budget monitoring
• Executive & Personal Assistance: Manage calendars, prepare agendas and reports, coordinate travel, and handle confidential information

Descrição da oferta de emprego

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 deliveriesSupport 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