Administrative Officer

Overview

KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration through conceptualization to realization of planning, design, or project delivery in the built and natural environments. For over 60 years, we've led with vision, contributing to many of the world's most ambitious projects, iconic places, remarkable experiences, and prosperous communities.

As a highly integrated and agile AEP and PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PMCM Firms. We are also ranked by World Architecture as the 51st largest global architecture firm and the #1 firm in the Middle East Region in their 2024 WA100 Survey.

We invite you to join us. Why?

When you join KEO, you'll discover more than just a job - you'll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counseling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun runs, in-house sports teams, and beach clean-ups. In addition to your competitive package and benefits, you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, and employee referral rewards.

Responsibilities

Our newest opportunity is for a talented Administrative Officer to join our team, based in Lisbon, Portugal. Fluency in English and Portuguese is required.

This critical role will work as part of the Facilities Management and Administration team, providing supportive force driving many of the daily functions within the company.

We envisage success in this role to include:

• Ensuring general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning.
• Maintaining facilities management, including space planning, vendor contracts and relations, and facilitation of all office functions and services.
• Acting as primary liaison between the company, staff, and office building management, providing information, answering questions, and responding to requests.
• Warmly greeting visitors to our facility; answering and directing phone calls promptly, fielding calls, and maintaining office efficiency arranging necessary repairs.
• Performing a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, and forms; and sorting and distributing incoming email.
• Assisting with billing by preparing and sending invoices; maintaining client databases; tracking accounts; overseeing the invoice workflow, and assisting in copying and distributing production orders and other internal documents as requested.
• Updating spreadsheets used by accounting and project teams as requested.
• Scheduling and tracking meetings and appointments (taking and distributing minutes, reports, etc.), and booking flights and travel arrangements.
• Assisting in the preparation of reports, proposals, and plans, including text editing, printing, copying, binding, and submission.
• Maintaining a database of client contact information.
• Maintaining files and records with effective filing systems.
• Monitoring office expenditures, basic bookkeeping activities, and assisting in the coordination of office contracts (rent, services).
• Assisting in vendor relationship management.
• Dealing with complaints or issues relating to the day-to-day running and maintenance of the office.
• Coordinating office supplies and inventory and placing orders.
• Supporting meeting and conferencing needs.
• Assisting in the organization of company events.
• Maintaining a clean and organized office environment.

Qualifications

To be successful in this dynamic opportunity, we envision that you will have a minimum of a Bachelor's Degree in Health and Safety or Facilities Management qualification and at least 5 years of experience in an administrative and/or workplace management in a fast-paced professional services firm. Professional Membership in IWFM, IFMA, or equivalent and having an H&S certification (PRL/SST) will be preferred.

Furthermore, you should demonstrate:

• Precision and accuracy with record keeping, lists, etc. is key.
• Demeanor and presentation to represent the company (front desk presence).
• Attention to detail, proactiveness.
• Experience with similar companies will be quite advantageous.
• Strong English communication skills (written and verbal) along with fluency in Portuguese.

KEO's performance is founded upon integrity, results, innovation, safety, and our people. We embrace diversity and recognize its contribution to client success wherever we work.

We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.