Office Administrator – Braga, Portugal bei Ciellos

About Ciellos

Ciellos is a Microsoft Dynamics 365 technology consulting powerhouse. We are a Solutions Designated Partner in AI Business Solutions and a certified Microsoft ISV Development Center. Our expertise covers a broad range of Microsoft technologies, such as Microsoft Dynamics 365 Business Central, Finance and Supply Chain Management and Customer Engagement, in addition to Power Platform, Azure, AI, Copilot and more. 

Ciellos has a proven partner centric business model that supports technical excellence, global project delivery, and repeatable methodology. Our deep experience comes from over 25 years of working with Microsoft partners and technologies. 

Position Overview

The Office Administrator for Ciellos' regional office in Braga, Portugal, is responsible for creating a welcoming, organized, and efficient work environment. A key point of contact, the Office Administrator ensures smooth daily operations of the office. This role is primarily focused on proactive office management with supporting local and international teams. The role reinforces Ciellos' company culture through thoughtful event organization and a welcoming atmosphere. 

Responsibilities

Office and Facilities Management 

• Being main point of contact for any building and office-related matters 

• Ensure local invoices are paid and organized and reported properly in the accounting system 

• Oversee ordering and management of office and first aid supplies, including inventory checks and audits 

• Maintain organization in common areas, including handling daily tasks such as kitchen refreshments, fridge organization, and dishwasher duties 

• Ensure activities and measures for local workplace compliance 

• Select, order and maintain office equipment and furniture pieces (locks, kitchen equipment, monitors, desks etc.)  

• Maintain a network of local suppliers for food, travel, accommodations, and leisure activities, and secure optimal pricing or group discounts 
  
  

Administrative Support 

• Closely cooperate with the Finance team, Regional Director, and Location Managers on making sure the budget is met diligently 

• Handle outgoing mail and company checks, visit post office or banks as needed, and manage incoming mail distribution 

• Arrange internal meetings, set up equipment, reserve rooms, and coordinate with other locations on meeting needs, such as for all-hands gatherings
   
  

HR Assistance 

• Support local onboarding by setting up desks and preparing welcome packages for new employees 

• Work closely with the HR team to assist in tasks related to employee well-being and retention, ensuring Ciellos’ values are embodied in office initiatives 

• Assist in developing swag ideas, sourcing suppliers, and distributing branded items to team members 

• Take photos and videos of office events to support our employer branding efforts 

• Publish vacancies on local job boards 
  
  

Event and Travel Coordination 

• Organize and arrange social and team events, including meals, decorations, and other arrangements 

• Collaborate with the HR team on virtual events to engage remote employees and strengthen Ciellos culture 

• Arrange travel plans for local and international team members, including booking accommodations, preparing visas, flights, and local transportation 

What Is Needed to Succeed in The Role?

Required 

• English level is intermediate to upper intermediate, able to communicate with the US-based management and international colleagues 

• Knowledge of Portuguese language is a must 

• Excellent communication and interpersonal skills 

• Attention to details and being highly organized 

• Ability to manage multiple tasks simultaneously 

• Ability to occasionally carry boxes with swag to the post office or accept boxes with supplies from vendors 

Nice to have 

• Knowledge of Ukrainian or Albanian
  languages is an advantage 

Location

This position is an office based
part-time role. It is based in one of our regional offices – Braga, Portugal. 

Compensation

The base pay offered may vary depending on job-related knowledge, skills, experience, and the location. 

Our Benefits and Perks

• Flexible Work Environment: Enjoy flexible hours and remote work options.
• Generous Time Off: Take advantage of 4 weeks of annual paid time off and 11 national holidays.
• Comprehensive Health Insurance: Benefit from flexible usage options and reimbursements within your annual allowance.
• Professional Growth: Receive mentoring and training from Microsoft Dynamics experts, plus reimbursement for Microsoft certifications.
• Referral Bonuses: Earn bonuses for successful candidate referrals after they pass the probationary period.
• Social Fun: Participate in fun online events and office gatherings at our core Ciellos locations.
• Awesome Perks: And yes, there's swag!

Our Culture

Our culture ensures everyone has a voice and feels truly welcome. People matter most at Ciellos and have always been at the heart of our business. We regularly ask our employees to share what they think about our strengths as a company. 

How does Ciellos promote a strong culture across the multi-national organization?

• Family oriented environment   
• Consistent leadership, based on trust and responsibility  
• Management provides autonomy and trusts employees to manage their tasks independently   
• Healthy hybrid work environment - work-life balance is not just talked about, but is a focus 
• When in the office, frequent opportunities to enjoy lunch as a team focused on comradery 

Our Values That Shape Everything We Do at Ciellos

• Trust is the foundation for all our relationships  
• Respect for everyone, at the heart of our culture  
• Courage to advise, consult, and plan at the highest potential  
• Harmony in collaboration, solutions, and teamwork  
• Quality focused on the highest quality of workmanship  
• Team supporting each other, our partners, and our customers  

Why Should You Join Ciellos?

• International consulting company with unique ERP talent 
• Frontrunner of the Women in Dynamics equality initiative 
• One of only a few Microsoft Dynamics Development Centers globally 
• 220+ Dynamics Upgrades and Migrations 
• 250+ Dynamics ERP Implementations 
• Managing more than 250 projects of various sizes and complexity annually 
• Internal rating of Employer Brand 8.35 out of 10 
• Remote work with flexible schedules or hybrid work in offices 
• Offices in 8 countries - USA, Canada, Brazil, Denmark, Portugal, Macedonia, Albania, Ukraine - with almost 200 employees total 
• 10+ years of average Dynamics experience of our staff 
• 25+ years of industry experience working with Microsoft in the ERP space 

Who Should Apply?

We invite you to apply to our positions even if you do not meet 100% of the qualifications listed in the description. If you're passionate about our mission and aligned to Ciellos values, we hope you'll come to contribute to our culture. 

We are not able to sponsor visas or take over sponsorship at this time. 

Recruitment Notice

We're an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.  

By choosing to apply you agree to your Personal Data gathering and processing. When you apply for a job at Ciellos, Ciellos will collect and use personal data about you during the recruiting and hiring process. 

Notice to Recruitment Agencies and Third Parties

We are not accepting candidates submitted by third-party agencies or recruiters.