Office Assistant

About the role

The Office Assistant will support the efficient operation of Simplifae’s offices across Portugal and Spain. Reporting to senior management, you will oversee facilities, supplier contracts, lease management, corporate travel and provide administrative assistance to the executive team, ensuring smooth day‑to‑day processes.

Key responsibilities

• Coordinate daily office operations in both countries, serving as the main point of contact for facilities, utilities, cleaning and equipment services.
• Negotiate and manage office lease agreements, supervise relocations and maintain relationships with property managers.
• Ensure compliance with health, safety and security standards and oversee repairs, maintenance and office improvements.
• Support local offices with business permits, administrative requirements and implement consistent regional office‑management procedures.
• Monitor office budgets, track expenses and prepare regular financial reports.
• Administer the corporate travel programme, arrange flights, accommodation and transportation for executives, and manage travel‑related accounts and expense reporting.
• Supervise clerical and administrative staff where applicable.

Required profile

• Organised, proactive professional with proven experience in office administration or facilities management.
• Strong communication skills in English; Portuguese or Spanish are a plus.
• Ability to manage multiple tasks, negotiate with suppliers and work collaboratively with local teams.
• Attention to detail and commitment to cost‑control and compliance.

Required skills

What we offer

• Dynamic work environment within a leading e‑procurement company.
• Opportunities to work across two countries and develop regional expertise.
• Competitive compensation and benefits package.