Manager - Administrative

Job Summary:

The Administrative Manager is responsible for overseeing daily office operations, managing documentation, coordinating with stakeholders, and ensuring efficient administrative functions.

This role requires strong organizational, communication, and multitasking skills to maintain smooth business operations.

The ideal candidate must possess a strong work ethic and have prior administrative experience.

A Portuguese passport and fluency in English are mandatory for this position.

Key Responsibilities:

Office & Operations Management:

- Oversee and streamline office operations and administrative procedures.

- Ensure office efficiency by implementing organizational policies and best practices.

- Supervise and support administrative staff to ensure smooth daily operations.

- Maintain and update office records, databases, and filing systems.

- Handle office supplies, procurement, and vendor management.

Stakeholder Coordination & Communication:

- Act as a point of contact between internal departments and external stakeholders.

- Manage official correspondence, emails, and reports.

- Schedule and coordinate meetings, appointments, and events.

- Ensure effective communication flow within the organization.

Documentation & Compliance Management:

- Maintain and organize business records, contracts, and legal documents.

- Ensure compliance with company policies, legal regulations, and administrative protocols.

- Assist in preparing reports, presentations, and other administrative materials.

Logistics, Events & Travel Management:

- Arrange travel bookings, accommodations, and itineraries for employees and executives.

- Organize company events, conferences, and team-building activities.

- Handle logistics and coordination for meetings and off-site events.

Financial & Bookkeeping Support:

- Assist in financial administration, including processing invoices and tracking expenses.

- Support bookkeeping tasks such as budget tracking, reimbursements, and petty cash management.

- Coordinate with the finance department for accurate financial reporting and audits.

Employee Administration & HR Support:

- Maintain employee records and handle HR-related documentation.

- Assist with onboarding, training, and employee engagement initiatives.

- Support payroll processing and employee benefits administration.

Required Skills & Qualifications:

- Proven experience in administrative management or a related role.

- Strong organizational and time-management skills.

- Portuguese passport is mandatory.

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and administrative software.

- Ability to multitask and work in a fast-paced environment.

- Strong attention to detail and problem-solving skills