JOB TITLE – Office Coordinator
DIRECT REPORTING LINE – Transition Manager & Site Lead
LOCATION – Lisbon, Onsite 5 days/week
HOURS – 40 hours/week
Job Description: Office Coordinator
Position Overview
We are seeking a highly organized and proactive Office Coordinator to oversee daily office operations and ensure a smooth, efficient, and professional work environment. This role is key to supporting employees, managing administrative processes, and acting as the central point of coordination across teams.
The ideal candidate is detail-oriented, resourceful, and able to manage multiple priorities while maintaining a positive and service-oriented approach.
Key Responsibilities
Office Operations & Administration
- Manage the day-to-day operations of the office, ensuring efficiency and organization
- Maintain office supplies inventory and place orders as necessary
- Coordinate office maintenance, repairs, and vendor relationships
- Ensure a clean, safe, and functional workspace
Facilities & Vendor Management
- Liaise with external vendors (cleaning services, IT support, building management, etc.)
- Oversee contracts, service agreements, and supplier performance
Employee Support & Experience
- Act as the main point of contact for office-related queries
- Support onboarding and offboarding processes (workspace setup, access, equipment)
- Coordinate internal events, meetings, and team activities
- Help foster a positive and collaborative office culture
Administrative Support
- Provide general administrative support to leadership or departments
- Handle correspondence, mail, and deliveries
- Prepare reports, presentations, or documentation as required
Health, Safety & Compliance
- Ensure compliance with workplace health and safety standards
- Maintain emergency procedures, first aid kits, and safety protocols
- Support audits or compliance activities when necessary
What You Will Bring:
- Proven experience in an administrative, office coordinator, or office manager role
- Strong organizational and multitasking skills
- Excellent communication and interpersonal abilities
- Ability to work independently and manage competing priorities
- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word, Teams).
- Professional proficiency of written and oral English required; Portuguese is an advantage