Receptionist & Office Manager (On-site)

Hexa Consulting; Lisboa; On-site; EUR 18,000 - 30,000; Full time

Job summary

A consulting company in Lisbon is looking for an experienced Receptionist & Office Manager to oversee office operations. The ideal candidate will have proven experience in managing front desk activities and a strong ability to communicate in both Portuguese and English. Responsibilities include managing office logistics, liaising with suppliers, and maintaining health and safety standards. This is a full-time position requiring a proactive approach and excellent organizational skills.

Qualifications

• Minimum 2-3 years of experience in a similar role.
• Strong attention to detail and multitasking skills.
• Ability to negotiate with suppliers and review contracts.
• Advanced Excel/Sheets proficiency and Microsoft 365/Teams experience.
• Driving licence preferred.
• Proactive problem-solving and autonomy.
• Strong communication and teamwork.

Responsibilities

• Manage front desk operations and ensure a welcoming environment.
• Oversee office supplies and vendor management.
• Conduct risk assessments and maintain health and safety compliance.
• Coordinate mail/shipping, travel, and events (rooms, catering, travel).
• Manage office supplies and office vendors; process invoices per procedures.
• Fleet management: fuel/e-mobility cards, vendor liaison, tolls, mileage, contracts for cleaning/maintenance.

Skills

Native Portuguese

Fluent English

Organisational skills

Supplier negotiation

Excel/Sheets skills

Service mindset

Operational judgement

Team player

Confidentiality

Microsoft 365/Teams

Education

Proven experience as Receptionist & Office Manager (min. 2–3 years)

Tools

Microsoft 365/Teams

Job description

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Schedule: Full-time, 5 days/week (100% on-site)

Reports to: Operations Director

The Role

We’re seeking a hands‑on Receptionist & Office Manager to keep our workplace running smoothly and to support day‑to‑day operations across the business. You’ll be the go‑to person for the office, suppliers and internal teams, ensuring a safe, efficient and welcoming environment.

What you’ll do

1) Front Desk & Workplace

• Run reception (greeting, switchboard, mail, visitor badging).
• Keep common areas, meeting rooms and storage tidy and in top condition.
• Manage access (cards, keys), parking spaces and the asset inventory.
• Align with the in‑house cleaning team and liaise with the condominium management company, landlord and building security (incidents, access, works and communications).

2) Logistics Support

• Support internal events, trainings and meetings (rooms, catering, travel).
• Coordinate mail/shipping, travel (flights, hotels, transfers) and accommodation.
• Manage office supplies purchasing and office vendors.

3) Fleet Management

• Manage fuel and e‑mobility cards (creation/closure, limits, incident handling, monthly reconciliation).
• Liaise with the renting partner (deliveries/returns, maintenance, tyres, inspections, replacement vehicles, claims).
• Handle tolls (device setup, licence plates, reconciliation).
• Oversee mileage management (record/validate kms, maintenance alerts, personal/business use where applicable).
• Source, negotiate and manage contracts for cleaning, maintenance, utilities/telecoms, and other general office suppliers.
• Process invoices and approvals in line with defined procedures.

5) Health & Safety

• Liaise with the OSH provider (hygiene, safety and health).
• Lead audits/inspections and follow up on corrective actions.
• Maintain safety signage and workstation ergonomics.
• Record and handle accidents/incidents (incl. near‑misses) and investigate root causes.
• Maintain the Emergency Plan/drills, fire wardens, PPE, first‑aid kits and mandatory training.
• Conduct risk assessments and measurements (e.g., noise/lighting) and ensure legal compliance.

What you’ll bring

• Proven experience as Receptionist & Office Manager (min. 2–3 years).
• Native Portuguese (mandatory) and fluent English (spoken and written).
• Excellent organisation, prioritisation and multitasking; strong attention to detail.
• Supplier negotiation skills and confidence reviewing contracts.
• Solid Excel/Sheets skills and collaboration tools (e.g., Microsoft 365/Teams).
• Driving licence (preferred).
• Exceptional proactivity (see it → fix it), autonomy and sound prioritisation.
• Strong common sense and operational judgement, knowing when to decide and when to elevate.
• Service mindset and problem‑solving attitude.
• Clear, assertive communication and a team‑player approach.
• Administrative rigour and confidentiality.
• Continuous improvement and efficiency focus.

Compensation

Seniority level

• Associate

Employment type

• Full-time

Job function

• Management

Industries

• IT Services and IT Consulting

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