Office Administrator

at  VML

WHO WE ARE:

At VML, we are a beacon of innovation and growth in an ever-evolving world. Our heritage is built upon a century of combined expertise, where creativity meets technology, and diverse perspectives ignite inspiration. With the merger of VMLY&R and Wunderman Thompson, we have forged a new path as a growth partner that is part creative agency, part consultancy, and part technology powerhouse.
Our global family now encompasses over 30,000 employees across 150+ offices in 64 markets, each contributing to a culture that values connection, belonging, and the power of differences. Our expertise spans the entire customer journey, offering deep insights in communications, commerce, consultancy, CRM, CX, data, production, and technology. We deliver end-to-end solutions that result in revolutionary work.

AT VML ENTERPRISE SOLUTIONS

Our Enterprise Solutions division houses strategic consultants, creative and technical architects and skilled developers and operators that together help some of the world’s leading organisations to deliver outstanding digital experiences across all major routes to market worldwide: marketplaces, online retailers, D2C, B2B and social platforms. With over 4,200 experts in 55 operational centres across 34 countries, our capabilities span the entire buying journey from customer acquisition, through engagement, to conversion and loyalty, driving multi-channel growth for world-leading brands.
We work with some of the most exciting brands such as The Coca-Cola Company, EY, Bosch, Unilever, Ford, DFS, Mercedes-Benz, Johnson & Johnson, Nestlé, Sainsbury’s, Selfridges, Shell and Tiffany & Co. We’ve built over 500 platforms for brands and retailers and generate in excess of $29bn annually for our clients and work with over 50 strategic partners including Adobe, SAP, Salesforce, HCL, Shopify, Sitecore, BigCommerce, commerce tools and Acquia. Our reputation is based on our people, and we believe we have some of the best in the business.
At VML MAP we are 800+ technology specialists, data scientists, strategic thinkers, consultants, operations experts and creative minds from 40+ nationalities who collaborate closely to help our clients inspire and engage consumers on five continents.
As our business grows internationally, we’re looking for new people to join us on our journey to inspire and take a key role in shaping some of the best commerce solutions, services, and websites in the world. Working as a team, no problem is insurmountable; we share in our client’s successes and believe that anyone can show creative bravery no matter what their role is in the team.
In our Lisbon office, you’ll join a team of other specialists who are always ready to help each other. The team is part of our Enterprise Solutions network and works in coordination with our Local and EMEA client leads.

WHAT YOU’LL BE DOING:

Go-to person for all organisational matters of the day-to-day including (but not limited to) responding to customers and offer administrative support across the Organisation including senior management and the support teams: couriers/taxis, work lunches and team/coffee set ups for meetings, prepare purchase orders, order flowers/baby hampers, time sheet admin, other ad hoc administrative duties

Responsibilities:

• Provide prompt and professional first contact for staff, clients, and visitors to the office. Manage all planned preventative maintenance, remedial works and any corrective action is completed on a timely basis
• Coordinate travel arrangements, ensuring smooth and hassle-free trips for our team.
• Be a communication pro, responding to internal and external inquiries via phone and email with professionalism and a helpful attitude.
• Handle sensitive information with the utmost discretion and confidentiality.
• Liaise with service providers/contractors and maintain the preferred supplier list
• Health and Safety: all appropriate documentation and records are in place including Fire Safety folder, PEEP, awareness, communication, and H&S training
• Liaise with the property management company ensuring any issues are addressed
• Ensure everyone works in a neat and pleasant environment including meeting rooms, open office area, bathrooms and the kitchen
• Take ownership of office reporting, including internal hours, training records, and certifications.
• Contribute to a positive and collaborative work environment by assisting with office communications and running social events
• Ensure the utilisation of workspace: desk/team space and maintaining floor plans
• Work closely with and support the People Administrator Intern

As a person, you are proactive and pay great attention to detail. With your logic and structured mind-set, you find it easy to learn new programs and being able to prioritize many different tasks.

• Proven experience in a related role such as Office Assistant, Receptionist or other relevant position
• Proficient in use of Microsoft systems, Outlook, Word, and Excel as well as the ability to use other systems such as security software.
• Prepared to support/cover other administrative roles when required
• Keen to learn and find new ways of doing things
• Hard-working, committed, self-driven, able to use initiative, to meet all reporting deadlines and to anticipate and respond very quickly to business requirements
• Always friendly, approachable and presentable
• Customer service focused with a high level of professionalism
• An excellent communicator, fluent in both English and Portuguese.
• Ability to prioritise and juggle multiple streams of activity
• Ability to build good relationships, both internally and externally, whilst maintaining professionalism
• Ability to handle confidential information with discretio