Office Manager

This is a part-time role with a capacity of up to 25 hours a week.

Valispace is a  productivity software and a single source of truth for all of the ‘’loose’’ engineering data of hardware projects, helping engineers streamline efforts from concept to test and escape from document hell! We have one simple mission: to empower engineers to faster craft the complex products that help propel humanity forward.

We are a diverse, kind, curious and ambitious team and take pride in working closely with companies that are building futuristic ideas that seem like magic to us today. That’s right, our users are taking people to space, building flying cars and much more! 

If you like the idea of working in an environment that encourages creative and  autonomous work, focuses on your growth potential and where there’s always room to discuss the quirks of living on this planet, then we might just be a perfect fit. 

Valispace is focusing on solving the challenges engineers face when developing modular hardware. The more modular a product is, the higher the complexity of its own data (content, quantity, interconnections and impacts), possibly with exponential growth. 

About the Role: 

We are looking for a highly capable Office Manager for our Lisbon, Portugal office. This is a part-time role with a capacity of up to 25 hours a week. You will provide office services with proactivity, enthusiasm, and a team-player mindset. This role requires you to work closely with a team of administrative and operational professionals on facilities, operational initiatives, basic IT services, and general office administration services.

A Day in The Life of Our Office Manager: 

• Provide general administrative support, including but not limited to:
• Maintaining office inventory and ensuring items are stocked
• Ensuring meeting rooms are set up and cleaned up after use
• Inventory management and organization of supplies 
• Shipping and Receiving of company property
• Control access to the office such as managing the logbook and issuing visitor badges
• Ordering, setting up, and breaking down catered meals
• Answering calls and queries by both phone and email
• Maintain Altium employee areas keeping them clean and organized
• Approve food vendors, flowers, parking, and invoices
• Support employees and visitors with booking travel, accommodations, and local transport 
• Answer employee questions as needed and direct them to appropriate resources
• Purchasing employee anniversary and sales incentive bonus gift cards when applicable
• Providing high-quality customer service to all employees, internal and external visitors, ensuring a distraction-free work environment
• To be a main point of contact for the landlord and office vendors, liaising with them as necessary to ensure the maintenance and upkeep of the entire working environment including the communal areas such as kitchens and bathrooms
• Work closely with other Corporate Services and Office Management teams on tasks such as:
• Administrating Amazon Business services used for purchases
• Assist with IT-related tasks and projects, particularly shipping and deliveries
• Collaborate with the HR team and other departments to foster a positive and inclusive atmosphere by gathering input to plan events that support company culture, office culture, and employee engagement
• Responsible for updating the team on Health & Safety policies
• Main point of contact for anything related to Health & Safety procedures at the office
• Assists with additional administrative projects and as needed
• Availability to travel with the team to provide support during Off-site Teambuilding & Retreats
• Other duties as assigned

 Qualifications

• 2-4 years of job-related experience, preferably in the administrative/hospitality industry 
• 1–2 years of Microsoft Word and Excel experience; preferably Google Workplace (G Suite products) applications 
• Basic knowledge and understanding of technology to work with the IT team regarding staff and office IT needs and requirements
• Strong verbal, written, interpersonal, and customer service skills, able to represent the company with internal employees, visitors, and vendors
• Ability to operate with a high level of confidentiality and integrity
• Strong planning and organizational skills with close attention to details
• Punctual and dependable, with excellent time management skills
• Confidence in interactions with people of all backgrounds and at all levels of the organization
• Can adapt to change quickly and navigate through fluctuating work priorities
• Ability to work collaboratively in a team-oriented environment
• Able to occasionally lift, move, carry, push, or pull up to 50 lbs

Compensation, benefits and perks 🎉

• Comprehensive health insurance;
• Nilo.health, a mental health and wellbeing support platform;
• Generous Learning & Development budget and training days;
• Remote-friendly (you can work from home or from our cool office in Lisbon - you choose!);
• Commuting budget if you decide to come to the office;
• Home internet allowance;
• A lot of fun team activities every once in a while 🪩

Salary Range 19,000 - 25,000 Euros