Office & Travel Coordinator

Office & Travel Coordinator

Ebury - Lisbon - office based 

Position 

In this role you will provide a focal point for our front-of-house and office operations, ensuring the provision of a world-class office experience for our people and guests. You will deliver outstanding assistance to Ebury employees and visitors daily. 

Responsibilities 

• Office coordination 

○ Deliver a first class workplace experience for our employees, both office- and home-based workers, and for guests of our offices 

○ Managing the primary inbound communication channels and correspondence including phone calls, mailboxes and physical packages 

○ Assist in the planned and ad hoc maintenance and upkeep of the premises and equipment including the required safety checks, liaising with contractors as required

○ Assist in the effective running of facilities contract services including; building maintenance, purchasing, post room, security, cleaning, waste management, stationery, plants, coffee machine, pest control, environmental and building consultancy services 

○ General office coordination duties including meeting room management and conference call facilitation, hot desk administration, supplies and stock management of office supplies, business card administration, company merchandise, monthly office social events, courier bookings etc 

○ Moves and project coordination 

○ Manage the landlord relationship 

• Health & Safety 

○ Assist in the duty of care, health and safety programs with comprehensive policies and practices for the office- and home-based workers 

○ Assist with all relevant Health & Safety staff training as necessary 

• Travel 

○ Assist with ad-hoc travel booking requirements for ExCo members where required 

Skills, experience & knowledge 

• Demonstrable experience in office administration and/or receptionist in a corporate environment including meeting services, events and purchasing 


• Facilities health and safety experience. IOSH certification is not required but desired


• Hospitality experience is a plus 


• Excellent interpersonal skills with proven ability to work collaboratively. Able to find pragmatic solutions and adapt to changing situations 


• Portuguese native speaker - Strong oral and written English skills 


• Excellent organisational and time management skills 


• Friendly individual able to take initiative 


• Good at multitasking with the ability to remain calm and focused under pressure, but good time management setting priorities 


• Able to work in a fast paced environment and meet deadlines when needed

#LI-HB1

#LI-ONSITE