Workplace Administrator (Maternity Cover) (m/f/d)

Where your expertise is needed

AUTODOC is the largest and fastest growing auto parts ecommerce platform in Europe. Present across 27 countries with around 5,000 employees, AUTODOC generated revenue of over €1.3 billion in 2023, supplying more than 7.4 million active customers with its 5.8 million vehicle parts and accessories for car, truck, and motorcycle brands. Curious minds, adventurous experts and tech-savvy professionals - one team, one billion euros revenue. Catch the ride!

What we’re looking for

The Workplace Administrator (m/f/d) will be the first point of contact in our Lisbon office, ensuring a welcoming, well-organized, and smooth-running workplace on a daily basis. This role supports the Workplace Coordinator and wider Workplace Experience team in delivering excellent service to employees and visitors. The ideal candidate is people-focused, detail-oriented, and thrives in a dynamic office environment.

This role will initially be filled as a limited time contract for 1 year, with an option to convert into an unlimited contract.

Key Responsibilities

Welcome Area:

• Serve as the first point of contact for all employees, visitors, and external guests at the welcome area (front desk).

• Ensure a professional, warm, and well-maintained front desk, meeting rooms and other shared office spaces.

• Manage visitor check-ins and coordinate guest logistics, including meeting room bookings.

Office Administration:

• Handle day-to-day administrative tasks such as mail distribution, courier services, inventory control, and office supplies management.

• Ensure the office is tidy, organized, and fully stocked with necessary materials.

• Maintain accurate records of office supplies and assets.

Support to Workplace Operations:

• Assist with daily office operations and communicate issues or service requests to vendors or the Workplace Coordinator.

• Support internal moves, seating updates, and workspace upkeep in coordination with the Workplace Coordinator.

• Help implement small workplace enhancements (e.g., signage updates, kitchen restocks, common area organization).

Employee and Visitor Support:

• Assist with onboarding preparations such as welcome packs and office tours to the new joiners and internal colleagues on the business trips,

• Respond to employee queries related to the office environment in a timely and friendly manner, escalate it to the appropriate teams

• Provide on-site support during office events or team gatherings.

Health, Safety & Facility Care:

• Conduct regular walk-throughs of the office to ensure a clean, safe, and functional environment.

• Report any maintenance or safety concerns to the Workplace Coordinator & FM Coordinator and follow up on resolution.

Perks at work

Qualifications

• Vocational training or degree in office administration, hospitality, or a related field.

• Experience in a customer service, hospitality, administrative, or office support role.

• Proficient in Microsoft Office tools and willing to learn workplace systems and tools.

• Fluency in Portuguese, English and Russian (spoken and written) are a must.

Personal Attributes

• Friendly attitude, professional and service-oriented mindset.

• Strong sense of responsibility and ability to manage daily routines reliably.

• Excellent organizational skills with attention to detail.

• Team player with a flexible and proactive attitude.

This role is ideal for someone passionate about creating a great first impression and workplace environment. You’ll play a key role in day-to-day office success while gaining valuable exposure to broader workplace operations.