Main purpose of job:

Provide support to the front desk and corporate services teams and fulfil general administrative duties.

Roles and Responsibilities:

The post holder will work in an exciting, operational, and fast-paced environment, performing tasks exclusively carried out within the office. Responsibilities include (but are not limited to):
 
Reception & Administrative Duties

• Deal with general enquiries from customers or the public in person, by telephone, or by e-mail, following Consular and UKBA callers’ guidance when applicable.
• Purchase, control and organization of stationery and office supplies.
• Create and manage requisitions for purchase orders.
• Receive invoices and initiate the payment process in the financial system.
• Distribute, organize, and record incoming and outgoing mail.
• Update internal telephone lists, emergency contacts list, and the Crisis Tree.
• Support internal teams with administrative tasks according to business needs.
• Schedule internal meetings and assist with room bookings.
• Maintain reception and common office areas organized and presentable.

Estates & Operational Support (Office Based)

• Check tickets, provide updates, and schedule service appointments through internal systems.
• Obtain quotations for maintenance services, events, and materials.
• Prepare cost estimates and support procurement-related processes.
• Support planning and drafting communications related to PCA (Preventive Maintenance Activity).
• Monitor PCA activities via documents, systems, and internal reporting.
• Maintain communication with UKBs, contractors, service providers, and the internal team.
• Prepare activity lists and schedules for maintenance and cleaning teams.
• Fill out documentation such as March In/March Out reports, Inventory, Welcome Packs, and other administrative forms.
• Support organisation of meeting rooms for events and internal activities (within the building only).

Essential Qualifications, Skills, and Experience:

• Substantial experience in administrative or customer-facing roles.
• Excellent communication skills in English and Portuguese (written and verbal).
• Strong customer service and engagement skills.
• Ability to multitask, prioritise, and work in a fast-paced environment.
• Strong team-working skills.
• Intermediate to advanced Microsoft Office skills (Excel, Word, PowerPoint, Teams, Outlook).

Language requirements: 

Language:  English and Portuguese 

Level of language required:  Excellent English and Portuguese (spoken and written).