administration & office coordinator

Administration & Office Coordinator

To support the development of our Made in Situ studio in Portugal, we are looking for an Administration
and Office Coordinator who likes to work in creative environments.
We expect the individual to perform a large scope of administrative missions, using strong organizational
skills, agility & a team spirit. Ultimately, the person will position themselves as the main point of contact for all office related topics, from HR to Accounting.
This person will also be in contact with some clients and visitors, as MIS is also a gallery. He/she must
welcome visitors and be sensible, attentive to details and have a good contact with external persons.
We are looking for a highly committed, solution oriented, autonomous person to join the Lisbon based team and the exciting Made in Situ adventures.

1 – Admin & accounting
– Daily follow up on expenses & invoices
– Control of fix expenses (water, electricity, cable, office supplies, local tax, etc.)
– First point of contact with accounting, Banks, IT and security partners as well as with other services in general
– Managing bank account and responsible for payment
– Budget monitoring: monthly & yearly report
– Manage travel arrangements (booking flights, trains, accommodation …)
– Assist and manage staff members’ agendas
– Provide general administrative support (studio address book) & Support the studio members in other administrative tasks
– Sales/Logistic: coordinate the invoices and receipts and manage stocks
– Coordinate Transport, shipping
– Help the studio’s owner personal assistant for certain tasks if necessary (accountancy, bookings, orders, deliveries, etc.)
2 – HR
– Prepare HR documentation (annual leave/sickness absence/ employees’ data)
– Coordinate employees’ contract, with Legal partners
– Execute monthly payment of employees and partners
– Support onboarding of new team members
3 – Office
– Ensure work facilities & furniture availability (from software to hardware, equipment, access keys,…) at the studio
– Manage the company network of providers for the studio space (internet, water, electricity, etc.)
– Manage the cleaning services partner, be responsible for the studio upkeeping, helping to keep it clean and organized (if needed, managing the team to achieve this goal)
– Organize the studio maintenance (reparation works, plants, etc.)

Profile & experience
– Master Degree in Administration and Accounting with at least 2 years of experience
– License Degree in Administration and Accounting with more than 5 years of experience
– Fit for design & art world
– Solid Microsoft Office skills (Word, Outlook, Excel, etc)
– Fluent Portuguese and English both written & spoken, French is a plus
– Strong organizational and time management skills
– Ability to cope with pressure and short deadlines, prioritize and take initiative
– Strong team spirit
– Ability to work on numerous projects at the same time

Tipo: Full-time;

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