Administrative Officer

Job description / Role

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 57 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/PMCM firm, KEO is ranked by ENR in the Top 225 International Design Firms; in the Top 20 International PM/CM Firms; and by World Architecture as 50 th largest global architecture firm and #1 Firm in the Middle East Region in their 2021 WAS 100 Survey.

We invite you to join us. Our newest opportunity is for a talented Administrative Officer to join our award-winning team based in Porto, Portugal.

An office administrator is the supportive force driving many of the daily functions within the company. The ideal professional for the role is a flexible problem solver with superb communication skills and a detail-oriented mindset. He/she should have prior experience in an administrative capacity in an office environment. Multitasking and the ability to handle unexpected queries are essential qualities to bring to the position

Responsibilities

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/design, 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
- Greeting visitors to our facility; answer and direct phone calls promptly, fielding calls; and maintain office efficiency arranging necessary repairs
- Performing a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes; and sorting and distributing incoming e/mail
- Assisting with billing by preparing and sending invoices; maintain client databases; track accounts; oversee the invoice work-flow, and assist 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 book 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 contacts information (telephone, fax and email and etc.)
- Following office work-flow procedures to ensure maximum efficiency.
- 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/inventory and placing orders.
- Supporting meeting and conferencing needs.
- Assisting in the organization of company events.
- Maintaining a clean and organized office environment.

Requirements

Qualifications

- To be successful in this dynamic opportunity, we envision that your career journey to date will include 5 years administrative experience in a fast paced professional services firm.
- A Diploma in an administrative field such as Business will be looked for.
- A Bachelor's/Master's is not mandatory but is welcomed.
- Due to the multinational set up of the company, Speaking, reading & writing in Business English at a Business Level as well as fluency in Portuguese is required.
- Furthermore, we shall be looking for a candidate that brings, precision and accuracy with record keeping, lists, etc.
- A professional demeanor and presentation to represent the company (front desk presence).
- Experience with similar companies will be quite advantageous.

KEO's performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise 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.

About the Company

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 57 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/PMCM firm, KEO is ranked by ENR in the Top 225 International Design Firms; in the Top 20 International PM/CM Firms; and by World Architecture as 50th largest global architecture firm and #1 Firm in the Middle East Region in their 2021 WAS 100 Survey.

We invite you to join us.