The posting
Your Opportunity
At Mollie, we want to ensure all Mollies have a productive and comfortable workspace. In this fun and independent role, you will be responsible for the smooth operation of our Lisbon office, maintaining a clean and well-stocked environment. Your efforts will directly contribute to a positive and efficient working atmosphere. You'll also be prepared to occasionally travel to and work from our other sites to support seamless coverage of the Workplace team.
Our ideal candidate has great administrative and hospitality skills, previous exposure to administrative/clerical work will be a benefit. The ability to work independently and proactively in an ever changing environment is important as well as a can-do attitude to thrive in a social, high paced environment.
This is an office based role where you will be expected to work at the office 5 days per week.
What you’ll be doing
- Office Maintenance: Conduct daily checks, restock snacks and kitchen supplies (~1 hour/day, with heavier clean-up and dishwasher duties on Tuesdays and Thursdays). Maintain plants and liaise with coffee suppliers. Ensure overall office cleanliness, meeting room readiness, and basic IT/wiring upkeep.
- Supply Management: Manage office supplies and weekly grocery orders, including receiving and organising inventory. Liaise and manage external vendors and suppliers (groceries, coffee, catering, etc.) to ensure timely delivery and payment.
- Facilities Support: Coordinate landlord communications and liaise with external service providers for cleaning, catering, maintenance, and ad-hoc facilities needs or events. Handle minor office repairs, IT/wiring setup, and room maintenance as needed.
- Health and Safety: Helping to ensure a safe working environment you will form a part of a team that acts as first responders to any emergency, organise the yearly training and ensure that our Lisbon office is compliant with H&S legislation
- Emergency Preparedness & Drills: Maintain the office Medidas de Autoproteção (Self-Protection Measures) and execute annual evacuation drills (with training provided).
- Occupational Health & Ergonomics: Oversee ergonomic assessments and occupational health checks (Medicina do Trabalho) for all Portugal-based employees.
- Compliance Documentation: Maintain all health, safety, and facilities documentation to ensure 100% compliance during ACT audits.
- Hospitality & Events: Welcome guests and vendors to the office. Support ad-hoc office events, meet-ups, and social committee initiatives, with potential to lead future social and team-building events. Support with event catering, possibility of supporting lunch in the future.
- Policy Enforcement: Encourage a culture of shared responsibility for the office environment by firmly but respectfully providing feedback to colleagues on clearing up after themselves.
- Office support: You will assist with welcoming new team members celebrating milestones and anniversaries. Communication channels (email and electronic messages) will be attended to by you.
- Onboarding & New Hires: Act as the key point of contact for new hires in Lisbon, handling initial comms and ensuring they feel supported and equipped for success from day one.
- People Support: You’ll support employees by collaborating with the People team to handle daily tasks and employee requests.
- Travel and Support: Be willing and able to occasionally travel to and work from other offices.
- Flexibility: Adapt to changing priorities and handle a variety of tasks, from hands-on maintenance to administrative duties.
What you'll bring
- A strong level of resilience, a great sense of humour, and the ability to thrive as a collaborative team player with the other Workplace team members across our offices.
- Experience in customer focused role/s such as hospitality, office administrator or assistant preferably in a multinational office with a diverse workforce.
- Independence and Initiative: we are looking for someone proactive who can work independently to identify and address facility needs and who will take ownership of maintaining a high standard of office presentation and functionality.
- Willingness to be a first responder in case of emergencies and receive the necessary training for this function.
- Eagerness and ability to develop knowledge in managing office facilities in Portugal with responsibility for local H&S compliance.
- Willingness to learn Portuguese Labor Law (Código do Trabalho), Law 102/2009 (SST framework), and ANPC fire regulations.
- Readiness to work alongside ACT inspectors and manage external SST (Serviços de Segurança e Saúde no Trabalho) vendor contracts with appropriate guidance.
- Certified First Aid / Fire Warden qualification or Level V/VI Técnico de Segurança no Trabalho accreditation is a plus, or a strong willingness to obtain them.
- Strong administrative and organisational abilities.
- Excellent communication skills (written and spoken) in English and Portuguese.
- Drivers license
- Ability to work between the core hours of 8:30AM and 5:00PM at the office, plus flexibility to support out of hours events - time will be given back in lieu.
