Office & Admin Coordinator (Part-Time)

We’re looking for a proactive and organized Part-Time Office Coordinator to help keep our office running smoothly day to day. In this role, you'll be the first point of contact for incoming correspondence and play a key part in maintaining a well-functioning, welcoming workspace. From handling correspondence to keeping supplies stocked and systems organized, you’ll help ensure everything behind the scenes runs efficiently.

🗺️ This role is based on-site at our office in Telheiras, Lisbon

⏲️ Working hours are from 1:00 PM to 5:00 PM, Monday to Friday (We can be flexible about it! :D)

You will:

• Provide administrative assistance to leadership and staff, ensuring everyone has what they need to excel;

• Maintaining Telecommunications Services: Ensure company phone systems, internet, and other communication tools are functioning properly, coordinating with providers when issues arise;

• Handling Correspondence: Managing incoming correspondence and inquiries, and ensuring timely, professional responses to any questions or concerns;

• Ordering Supplies: Keep the office well-stocked with stationery and IT equipment;

• Remote Onboarding Logistics: Organize and ship equipment to new remote employees, making sure they receive laptops, tech accessories, and any needed materials on time for a smooth start;

• Booking Travel & Accommodation: Arrange seamless travel plans for staff, including flights, hotels, and transport;

• Event Planning: Help organize both internal events and the company’s participation in external conferences, exhibitions, and industry fairs;

• Budgets & Invoices: Assist with monitoring office spending and keeping financial records up to date.

• Proven experience in an administrative, office coordination, or support role;

• Strong organizational skills with the ability to manage multiple tasks and priorities independently;

• Excellent communication, negotiation and relationship-building skills;

• Comfortable using basic office software (e.g., Microsoft Office) and communication tools (e.g., Teams);

• Ability to coordinate logistics remotely (e.g., shipping equipment, arranging travel);

• Familiarity with booking platforms, courier services, and basic supplier management;

• A proactive, can-do attitude and a problem-solving mindset;

• Comfortable collaborating with remote teams and external vendors;

• Attention to detail and commitment to keeping things running smoothly behind the scenes.

If you're a self-starter who enjoys keeping things organized and helping a team thrive, we'd love to hear from you! If you’re excited about the opportunity to support our team and be an essential part of our success, come and talk to us!