Bilingual Administrative Assistant – Portuguese & English (Visa Sponsorship)

Are you a proactive, detail-driven individual with excellent organizational skills who thrives in a fast-paced, multicultural environment? We are looking for a Bilingual Administrative Assistant fluent in Portuguese and English to support our operations and people teams. This role involves managing office administration, communication, documentation, and assisting with internal processes, ensuring everything runs smoothly behind the scenes. If you enjoy working with diverse teams and are passionate about efficiency and structure, this opportunity is for you.

Join a growing, innovative company where you will play a vital role in handling essential office tasks, supporting recruitment, assisting with accounting processes, and organizing company events. You will be a key contributor to maintaining a seamless and productive workplace while also building your career through exposure to industry-leading practices and development opportunities. Visa sponsorship is available for the right candidate.

Company Overview: MobiLab

MobiLab is a global technology consulting firm dedicated to helping organizations harness their data potential and become Cloud-native. We value diversity and inclusivity, providing career growth opportunities and a supportive environment where every team member can thrive. Our headquarters in Cologne offer an innovative workspace with benefits such as public transport tickets, industry conferences, and pension schemes.

Location: Aveiro, Portugal

Job Description:

1. Office Administration Support: You will handle daily office administrative tasks such as scheduling, document management, and maintaining office supplies, ensuring seamless workflow and efficient operations.
2. Inventory and Procurement Management: Keep track of office inventory, manage orders, and make purchases. This helps in ensuring that all necessary office resources are available and maintained.
3. Bilingual Communication Handling: Support internal and external communications in Portuguese and English, including emails, reports, and documentation, facilitating clear and accurate exchanges.
4. Government and Contractual Documentation: Assist in bureaucratic procedures such as government filings and contract management, ensuring compliance with local regulations and organizational policies.
5. Accounting Documentation Support: Help the finance team with invoice preparation, accounting paperwork, and financial reports, ensuring accuracy and proper documentation for audits and reviews.
6. Office Environment Management: Ensure the office space is functional, organized, and welcoming for all employees, contributing to a productive and comfortable work atmosphere.
7. Event Coordination: Assist in planning and executing internal events such as team-building activities and company gatherings, enhancing team spirit and employee engagement.
8. Recruitment Assistance: Support the recruitment process by scheduling interviews, preparing onboarding logistics, and coordinating new hire documentation.
9. External Event Support: Help organize and manage external events, including job fairs and meetups, where the company is represented, strengthening brand presence and networking opportunities.
10. Tool Utilization: Use tools like Google Workspace (Docs, Sheets, Gmail) to manage tasks, collaborate with teams, and streamline workflows efficiently.

Key Responsibilities:

1. Administrative Excellence: Ensure smooth daily office operations by managing schedules, correspondence, and supplies while anticipating and resolving potential issues before they arise.
2. Procurement Oversight: Track office needs and oversee the ordering and purchasing process, ensuring that inventory levels are optimal and that the team’s requirements are met promptly.
3. Bilingual Documentation: Prepare and review documents in both Portuguese and English, maintaining clarity, accuracy, and professionalism in all communications.
4. Compliance Management: Assist in the handling of contracts, agreements, and government paperwork to ensure that all processes are compliant with legal and organizational requirements.
5. Financial Documentation: Support finance teams with accounting tasks by preparing invoices and reports, ensuring that records are accurate and properly filed for audits and reviews.
6. Workplace Experience: Maintain an organized, safe, and comfortable office environment that encourages productivity and well-being among all employees.
7. Event Planning: Coordinate logistics for internal events, ensuring smooth execution and fostering team collaboration and morale.
8. Recruitment Coordination: Assist HR with scheduling interviews, preparing orientation materials, and ensuring that new hires have a seamless onboarding experience.

Requirements:

1. Language Proficiency: Fluency in Portuguese and English, both spoken and written, is essential for handling communication, documentation, and client interactions effectively.
2. Administrative Experience: Prior experience or a strong interest in administrative roles is required, with the ability to adapt to office management and secretarial tasks.
3. Structured and Proactive: A methodical approach to problem-solving and task management, with the initiative to identify gaps and act efficiently without constant supervision.
4. Understanding of Bureaucracy: Confidence in handling local administrative procedures and government-related paperwork, ensuring smooth processing and compliance.
5. Accounting Basics: Familiarity or willingness to learn basic accounting tasks such as invoice processing and preparing financial documentation is necessary.
6. Organizational Skills: Ability to create and maintain a clean, organized, and efficient workspace that supports team productivity and well-being.
7. Reliability and Communication: Strong interpersonal skills, approachability, and a dependable nature are vital to serving as the office’s go-to support person.
8. Tech Savvy: Experience with tools like Google Workspace (Docs, Sheets, Gmail) and other office software enhances collaboration and efficiency.

Salary & Benefits:

Benefits:

1. Visa Sponsorship: Assistance with work permits and relocation support to Portugal for eligible candidates.
2. Healthcare Coverage: Comprehensive health insurance options to ensure employee well-being.
3. Public Transport Support: Subsidized public transport tickets for easy commuting within the city.
4. Career Development: Access to training programs and industry conferences to enhance professional growth.
5. Work-Life Balance: Flexible work hours and remote-friendly policies to maintain a healthy lifestyle.
6. Pension Scheme: A company-supported pension plan to ensure long-term financial security.
7. Inclusive Environment: A culture that promotes diversity, inclusion, and equal opportunities for all employees.

How to Apply:

Submit your updated CV along with a cover letter explaining why you’re a perfect fit for this role. Applications should be sent through the provided portal or email, highlighting your experience in administrative support, language skills, and motivation to work in a global environment.

Additional Headings:

Why Join MobiLab?

Working at MobiLab means becoming part of a supportive, innovative, and dynamic team that values inclusivity, creativity, and growth. You’ll gain hands-on experience in global operations and contribute to real-world solutions while enjoying industry-recognized training opportunities and a collaborative work culture.

Workplace Culture

At MobiLab, we embrace diversity and promote teamwork, ensuring that every individual’s voice is heard. Our workspaces are designed to inspire creativity while balancing professional development and personal well-being.