About Simplifae Simplifae is a leading reference in electronic procurement (e-procurement), providing comprehensive e Sourcing and e Procurement solutions across three geographies: Portugal, Spain and Poland.Every day, thousands of public and private buyers use our platforms to publish their market requests and access a broad international community of qualified suppliers, ready to establish business relationships in a simple, efficient and transparent way.We are pioneers in the integration of Artificial Intelligence (AI) into procurement solutions, effectively transforming the way public and private organizations manage their purchasing processes. This inçnovative approach strengthens our mission to simplify, automate and accelerate procurement, enabling more informed decision-making and smarter processes.We take pride in being strategic partners to the suppliers who trust our solutions, supporting them in identifying and managing business opportunities and strengthening their competitive positioning. Every day, we work to create tangible value, fostering more effective and sustainable business relationships.About Vortal VORTAL, part of the Simplifae Group, is a leading brand in e-Sourcing and e-Procurement solutions, connecting public and private buyers with an international community of thousands of qualified suppliers worldwide.Our Motto: Helping organizations buy better and companies sell more.Role Overview The Office Assistant ensures the efficient operation of the company's offices across Iberia, overseeing facilities, supplier and lease management, corporate travel coordination, and administrative support to the executive team. The role ensures operational efficiency, cost control, and consistent processes across all locations.Key Responsibilities Office OperationsManage day-to-day operations of offices across Portugal and Spain, acting as the main point of contact for office-related matters.Manage supplier contracts and services including utilities, maintenance, cleaning, office equipment, and workplace services.Negotiate and manage office leases, coordinate relocations, and maintain relationships with property managers.Ensure compliance with health, safety, and security standards.Coordinate repairs, maintenance, and office improvements with local teams and suppliers.Support local offices with business permits and administrative requirements.Implement and maintain consistent office management processes across the region.Monitor and control office-related budgets and expenses.Supervise clerical and administrative staff where applicable.Travel ManagementAdminister the corporate travel program and related tools.Coordinate executive travel including flights, accommodation, and transportation.Organize itineraries and logistics for executive visits across the region.Manage corporate travel accounts, including Uber programs and fleet coordination.Track travel expenses against budget and prepare quarterly reports.Support sustainability reporting related to travel activity.Executive SupportProvide administrative support to the executive team, including calendar coordination and meeting scheduling.Organize meeting logistics and prepare supporting materials and documentation.Track action points from leadership meetings and coordinate follow-ups with relevant stakeholders.Manage documentation workflows and approvals.Provide ad hoc administrative support on executive initiatives and internal projects.QualificationsNative or fluent Portuguese and professional English (written and spoken).Up to 4 years of experience in office management, business support, or operations administration.Strong organizational and prioritization skills with high attention to detail.Experience managing facilities, suppliers, office operations, and corporate travel programs, ideally across multiple locations.Strong communication and stakeholder management skills with high discretion and confidentiality.Proficiency with Office 365 and modern workplace tools, with a proactive and problem-solving mindset.Why join Simplifae?Join an international and fast-growing business: we are present in 3 countries with an international team from different nationalities with English as the official language;Competitive salary package: salary, fringe benefits, working benefits and variable bonus according to results;Up to 6 extra vacation days (related to attendance);Employee Assistance Program (includes free psychological and nutritional consultations. Legal, financial, and other relevant support);Customer oriented company, where reward and fast progression comes with the results you achieve;The coolest corporate events!;Health insurance and several partnerships and discounts for all sorts of businesses (gyms, language schools, restaurants);"Simplifae Connect" referral program: we trust that our employees know our company well and know what's best for all of us! If you know someone who works at Simplifae talk to them and you may both win; you a great job, and them a great thank you and a reward!More about Simplifae Simplifae is a leading provider of e Sourcing and e Procurement solutions, connecting thousands of public and private organizations with a global network of qualified suppliers.With teams based in Lisbon, Madrid, and Poland, we empower our clients' digital transformation through modular, innovative technology and a wide range of value added services.We help buyers achieve efficiency, reduce risk, and increase transparency, while suppliers gain new business opportunities, greater competitiveness, and access to powerful market insights.Simplifae is an international group dedicated to building best in class e Tendering products that shape the future of procurement worldwide.If you are passionate about building structured development frameworks, driving performance excellence and contributing to a strong Office Assistant function, we would love to meet you!