Office and Community Manager

Office & Community Manager 

About the job 

We're looking for an Office and Community Manager to join us in our Tech Hub in Lisbon, who is enthusiastic about creating and maintaining a pleasant and engaging environment for colleagues to work in and become the “go-to” person for all office and staff-related matters. 

This role is in our technology division - Springer Nature Technology - a diverse group of over 700 people across our main locations in Germany, India, the Netherlands, Portugal, the United Kingdom, and the United States. 

Visit https://group.springernature.com/ to learn more about who we are and what we do. 

In this role, you will ensure that our location runs smoothly and efficiently for all employees, including the coordination of internal and external events, internal department communications and the creation of an exceptional office and cultural environment. We aim to establish an environment where everyone can contribute meaningfully to the direction of the products we build and the culture of the department as a whole. You’ll also support the leadership team in certain projects and ad hoc admin tasks. 

About you:

• Professional experience in a comparable position in an international environment 

• Excellent project management, planning and coordination skills 

• Ability to maintain confidentiality and deal sensitively with related issues/individuals with tact, diplomacy and discretion 

• Enthusiasm and initiative – along with the ability to be calm and efficient under pressure 

• Good interpersonal skills and an ability to develop and maintain effective working relationships with all stakeholders 

• Ability to work independently, lead on activities where required and contribute as a team player 

• Ability to adapt/change quickly and effectively 

• Drive to take on new activities and not be afraid to ask questions 

• Flexibility and a willingness to work outside the normal working patterns when required 

• Excellent communication skills, both written and verbal in Portuguese and English. Spanish and other languages are a plus 

• Great time management skills, with the ability to prioritize, and juggle many tasks at once 

• Ability to operate autonomously, exercise discretion and take ownership 

What you will be doing/day-to-day responsibilities: 

Office Management 

• Creating and maintaining a pleasant and engaging environment for colleagues to work in 

• Managing all office-related matters (onsite and virtual), and being the “go-to” person for all staff 

• Working creatively in a problem-solving environment demonstrating teamwork, innovation and excellence 

• Managing and supporting a variety of complex initiatives and project activities, including all administration 

• Monitoring stationery stock levels and proactively ordering as necessary 

• Work with IT to ensure we are properly networked in the office and at home 

• Developing and updating department mailing lists etc. as necessary 

• Invoice control and account assignment 

• Completing departmental and travel expenses in a timely and accurate manner 

• Health & Safety at Work – Trainings, Emergency and Evacuation plans    

• Ensuring business communication is shared with the teams via appropriate channels (teams/email) 

• Work with managers to support procurement of hardware and software and timely delivery 

• Other general administrative tasks 

Community Management 

• Organizing departmental events such as Meet-Ups, Job Fairs, all hands, internal showcases and community events  

• Support HR and the business to create a smooth onboarding and offboarding process 

• Ensuring there is a mix of internal and external events for inclusion of all colleagues 

• Championing peer-to-peer learning throughout the department, by encouraging Lunch & Learns and other educational events 

• Closely monitoring the budget for events 

Key Relationships: 

• Managing Director - Lisbon 

• Local & Global Leadership Teams 

• Local, global and corporate HR including recruitment 

• Global General Affairs/Facilities 

• Global Finance Team 

• Stakeholders at all levels across the business 

• IT support 

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