Office & People Operations Specialist (Part-Time) - Part Time

Novo Emprego | Portal De Emprego; Lisboa; Presencial; EUR 25 000 - 40 000; Tempo integral

Resumo da oferta

Novo Emprego | Portal De Emprego is seeking an organized Office Manager/HR & Personal Assistant to support daily operations and people processes. You will oversee facilities, supplies, equipment, budgets, and vendor management, while assisting recruitment, onboarding, payroll support, and HR reporting across the company.

You will manage complex calendars and travel, prepare agendas and materials, and handle confidential information with discretion.

Responsabilidades

• Office management: oversee facilities, supplies, equipment, maintenance and vendor management; monitor budgets, invoices, and POs with Finance; support sustainable initiatives and culture activities
• HR & People Operations: assist end-to-end recruitment and onboarding; maintain employee records and GDPR compliance; assist with payroll, benefits, and HR reporting; coordinate training, health & safety
• Executive & Personal Assistance: manage complex calendars and meetings across time zones; prepare agendas, minutes, and materials; create presentations and reports; coordinate travel and expense reporting; handle confidential information; provide ad hoc administrative and data support; collaborate across teams; maintain high discretion and attention to detail

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

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

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