Office Assistant - IT Portuguese Company

Reporting to the Office and Facilities Manager your main duties will be:

Manage day-to-day operations of offices across Portugal and Spain, acting as the main point of contact for office-related matters;

Manage supplier contracts and services including utilities, maintenance, cleaning, office equipment, and workplace services;

Negotiate and manage office leases, coordinate relocations, and maintain relationships with property managers;

Ensure compliance with health, safety, and security standards;

Coordinate repairs, maintenance, and office improvements with local teams and suppliers;

Support local offices with business permits and administrative requirements;

Implement and maintain consistent office management processes across the region;

Monitor and control office-related budgets and expenses;

Supervise clerical and administrative staff where applicable;

Administer the corporate travel program and related tools;

Coordinate executive travel including flights, accommodation, and transportation;

Organize itineraries and logistics for executive visits across the region;

Manage corporate travel accounts, including Uber programs and fleet coordination;

Track travel expenses against budget and prepare quarterly reports;

Support sustainability reporting related to travel activity;

Provide administrative support to the executive team, including calendar coordination and meeting scheduling;

Organize meeting logistics and prepare supporting materials and documentation;

Track action points from leadership meetings and coordinate follow-ups with relevant stakeholders;

Manage documentation workflows and approvals;

Provide ad hoc administrative support on executive initiatives and internal projects.