Secretary / Administrative Assistant – Technical Department (Construction, Projects and Procurement)

The Lakhani Group; Portugal; Presencial; EUR 25 000 - 35 000; Tempo integral

Resumo da oferta

The Lakhani Group is seeking a Secretary/Administrative Assistant for its Technical Department, based in Lisbon, Portugal. The role involves providing comprehensive administrative support across several departments, including Architecture, Engineering, Construction, and Procurement.

Key responsibilities include document management, supporting project teams, and maintaining schedules and correspondence. Candidates should have a minimum of 3 years in administrative functions, strong skills in Microsoft Office, and proficiency in Portuguese. Experience in construction or architecture is a plus.

Qualificações

• Minimum of 3 years experience in administrative roles.
• Excellent documentary organization capability.
• Good writing skills in Portuguese.

Responsabilidades

• Manage physical and electronic correspondence.
• Organize technical and administrative documentation.
• Provide administrative support to the Board.
• Control project submissions and licenses.
• Maintain the physical and digital file system.

Conhecimentos

Microsoft Office (Excel, Word, Outlook, PowerPoint)

Documentary organization capacity

Writing skills in Portuguese

Formação académica

12th grade

Ferramentas

AutoCAD

Descrição da oferta de emprego

Secretary / Administrative Assistant – Technical Department (Construction, Projects and Procurement)

Provide administrative, documentary and organizational support to the departments of Architecture, Engineering, Construction and Procurement departments, ensuring correct document management, information control, support to technical teams and monitoring of the internal and external processes of the company.

Main Responsibilities

• Administrative Management
  • Management of physical and electronic correspondence.
  • Organization and archiving of technical and administrative documentation.
  • Management of schedules and appointment of meetings.
  • Preparation of meeting minutes.
  • Preparation and control of internal reports.
  • Administrative support to the Board.
• Support to the Project Department
  • Organization of drawings, reports and technical documentation.
  • Control of project submissions.
  • Registration and distribution of project reviews.
  • Control of licenses and processes with external entities.
  • Monitoring of requests for information (RFIs).
• Support to the Department of Construction
  • Documentary control of contracts.
  • Management of contracts, measurement records and reception records.
  • Archive of work reports.
  • Insurance control, licenses and mandatory documentation.
  • Support in the preparation of construction meetings.
• Support to the Procurement Department
  • Issue and monitoring of quotation requests.
  • Registration and control of orders.
  • Organization of documentation of national and international purchases.
  • Monitoring of logistics processes and transport documentation.
• Document Management
  • Maintenance of physical and digital file system.
  • Ensuring that all documentation is up to date.
  • Control of document versions.
  • Management of documentary platforms of the company.
• Basic Financial Support
  • Administrative conference of invoices.
  • Documentary organization for accounting.
  • Registration and monitoring of payments related to suppliers and service providers.

Requirements

• Minimum training at 12th grade level.
• Minimum experience of 3 years in administrative functions.
• Microsoft Office domain (Excel, Word, Outlook, and PowerPoint).
• Excellent documentary organization capacity.
• Good writing skills in Portuguese.

Preferred

• Experience in construction or architecture companies.
• knowledge of procurement and logistics.
• Knowledge of documentary platforms.
• Basic knowledge of AutoCAD and reading technical drawings.
• Intermediate or advanced English.

Behavioral Skills

• High sense of responsibility.
• Organization and method of working.
• Ability to manage multiple tasks.
• Proactivity.
• Discretion and confidentiality.
• Good interpersonal communication.
• Ability to work under pressure.
• Guidance for results.

Performance Indicators (KPIs)

• Response time to internal requests.
• Percentage of properly archived documentation.
• Compliance with administrative deadlines.
• Number of documentary nonconformities.
• Level of satisfaction of technical teams.
• Update of projects, works and procurement databases.