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

Company Description

AUTODOC is the largest and fastest-growing auto parts ecommerce platform in Europe. Present across 27 countries with over 5,500 employees, AUTODOC generated revenue of over €1.5 billion in 2024, supplying more than 8.4 million active customers with its 6.6 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!

Job Description

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.

What do we offer?

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.

What we offer:

• Competitive salaries based on your professional experience

• Annual vacation of 25 working days and 1 additional day off on your birthday

• Meals Allowance

• Healthcare Insurance 

• Mental Wellbeing Program- providing you and your immediate family members with free and confidential mental and physical health support services for a wide range of personal and work-related issues.

• AUTODOC Corporate Discount 

• Opportunities for advancement, further trainings (over 650 courses on soft and hard skills on our e-learning platform) and coaching

• Free English and German language classes

• Referral Program with attractive incentives

• Flexible working hours and hybrid work

• Fast growing international company with stable employment

Join us today and let’s create a success story together!