Office Assistant

Descrição:

The Office Assistant will perform a multi-function support task, including general office duties to ensure Iberia employees have everything they need to focus on their missions. This may include providing support to Spanish and Portuguese offices, the Company Headquarter of the Region; and external correspondents.

Permanent position based in Lisbon , Portugal .

Key Areas of Responsibility for the Role:

• Ensure administrative tasks regarding Iberia’s offices: Office Services Contract Management (water, electricity, and other utilities), Contract Lifecycle Management, Food Contract Management.
• Being in charge of the collection and distribution of mail so that no business remains pending due to mail delay. Shipment of urgent documents and prepare packages for sending products samples with express mail.
• Support the General Manager Iberia on various assignments.
• Providing assistance with TNE forms (Travel and Expense).
• Coordinating car rental services.
• Ensuring compliance with HACCP standards.
• Supporting marketing activities.
• Overseeing data protection requirements.
• Liaising with IT support for operational needs.
• Ordering stationery – and others office needs – contact with suppliers if needed in order to allow each team member to work easily.
• Hotel booking, plane, taxi booking, assistance in general to travelers to centralize requests and be sure team members can honor their appointments in compliance with the laws of the country.
• Being the first phone contact of Del Monte Portugal.
• Welcome office visitors (suppliers, customers, etc..) to provide a well image of our company to any internal or external visitors who come to our offices.
• Organize participation to Company exhibitions and events.
• Search gifts for occasions for the Company Employees (Christmas, Easter…), select restaurant for special celebrations and negotiate prices.

Required skills and competencies:

• Organizational skills that reflect ability to work independently and efficiently perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Experience working in global, multicultural environments with required cultural awareness.
• Excellent management, time management, and problem-solving skills.
• Initiative and attention to detail and accuracy.
• Confidentiality and Adaptability.
• Proficiency computer, MS Office and IT systems.
• Outstanding communication and presentational skills.
• Fluent in Portuguese, both written and spoken.
• Fluent in English, both written and spoken.
• Fluent in Spanish, both written and spoken.