Thought Machine - Office Manager
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Requirements
• Essential: • Fluent English and Portuguese and excellent verbal, written and interpersonal communications skills • Strong team focus with an “all hands on deck” approach • Positive, proactive, can-do attitude is essential along with the desire to add value • Ability to work in a fast paced environment, where processes and the working environment is constantly changing • Can-do spirit: Thought Machine is growing rapidly and new challenges arise every day. This is a role for someone who wants to roll up their sleeves up and dive in to new tasks, problem solving and delivering incredible results • Outstanding organisational and time management skills • Located in Lisbon, full time attendance in the office is required • Desirable: • Experience in an Administrative / Office Support / Finance support role • Financial acumen and ability to manage team budgets. • Understanding, interpreting and presenting data using spreadsheets, presentations and other mediums. • Experience with Google Suite, Atlassian products (JIRA and Confluence), and Slack.
Responsibilities
• Establish and scale the Lisbon office operations, providing operational support for a seamless employee experience. • Proactively manage space capacity, collaborating with Executives and department leads to design and maintain an optimum working environment as the team grows. • Oversee all office logistics, including porterage, internal moves, deliveries, and the management of suppliers • Own office financials and own budgets, working closely with the building management company, department lead and finance team. Drive cost savings at every opportunity. Be able to articulately report financial position at relevant forums. • Adhere to financial and procurement processes. • Collaborate with Security, Finance, Risk & Compliance, People, IT and Operations to uphold business continuity plans, security, and safety standards ensuring full alignment with Portuguese regulatory requirements. • Proactively manage and ensure compliance with all applicable regulatory standards at all times. • Manage internal facilities brand and communication, acting as a role model for Thought Machine, create an incredible environment for everyone. • Own all facilities processes and implement changes throughout the lifecycle - establishing standards, processing and metrics whilst continuously working to enhance the employee, client, visitor experiences. • Manage external vendors and ensure sufficient stock supplies. • Coordinate security passes, room bookings, and the client/visitor experience. • Lead/support cross-functional events and initiatives. • Be a custodian of Thought Machine culture, proactively contribute to and build a positive team environment.
Benefits
• Voluntary Pension Plan (match up to 5%) • Private Healthcare Insurance • Comprehensive Life Insurance • 25 days holiday plus public holidays • Two charity days a year • Daily Meal Allowance • Access to outstanding learning materials and courses • Sports and hobby clubs, subsidised by Thought Machine • All the latest tech you need • Huge range of healthy (and not-so-healthy) snacks, smoothies and drinks • A talented and experienced team as your colleagues • An environment where we encourage learning and progress • We actively hire candidates who demonstrate technical excellence in their field and welcome people of all ages and backgrounds, providing everyone with equal access to professional development. You are encouraged to apply even if your experience doesn't accurately match the job description. We also encourage applications from those with different abilities, including candidates with ADHD, autism, dyslexia or dyspraxia.
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