Office Manager - F/M/NB

At Cegid, we are European leaders in AI-based management cloud solutions for professionals in the areas of finance (treasury, taxation, ERP), human resources (payroll, talent management), and retail.

In a constantly evolving world, our employees support our customers in achieving their projects and ambitions through useful and innovative solutions.

Being part of Cegid means contributing to the functioning and transformation of a rapidly growing international organization, at the center of fundamental challenges in the areas of product, technology, data, finance, people, and employee experience. We design solutions in which artificial intelligence is a strategic component of the product: it helps us understand data, improve functionalities, and transform the way our customers interact with their tools.

At Cegid, artificial intelligence does not replace human experience — it amplifies it.

You will be responsible for the effective daily management of the Lisbon office, including facilities management, workplace services, administrative coordination, fleet, suppliers, office-related procurement, and employee experience. The role ensures that the physical work environment is safe, functional, organized, and properly prepared to meet the needs of employees and visitors.

• Ensure the daily functioning and operationality of the Lisbon office and/or other offices, supervising maintenance, cleaning, repairs, security, and other Facilities services, as well as access control.
• Perform regular inspections, proactively identify maintenance, security, and capacity needs, and coordinate corrective actions with suppliers and internal stakeholders until completion.
• Guarantee the smooth running of the reception, including welcoming visitors, clients, and employees, handling correspondence and deliveries, and coordinating with security and relevant providers.
• Manage office suppliers and service providers, including requests for quotations, obtaining and comparing proposals according to procurement procedures, and evaluating the quality and follow-up of services.
• Monitor the annual office budget, keep records of contracts, proposals, and purchases up to date, and identify opportunities for cost optimization and improvement of supplier performance.
• Manage service vehicles and their respective bookings.
• Ensure preventive and corrective maintenance, mandatory periodic inspections (IPO), and the replacement of parts and consumables.
• Coordinate workplace services that contribute to the daily experience in the office, including Free Food (preparation, replenishment, hygiene, monitoring of consumption and stock, and coordination with suppliers).
• Support the onboarding of new employees (preparation of the workstation, access, and welcoming conditions), as well as the organization of events, meetings, and client visits.
• Be the point of contact for employee requests related to the office, ensuring their handling or forwarding to the responsible function.
• Coordinate Occupational Health and Safety activities covered by the scope of Facilities and Workplace, implementing and keeping up to date the Self-Protection Measures (MAP).
• Support the implementation of emergency preparedness and workplace safety measures, within the responsibilities assigned to office management.
• Ensure compliance with internal procedures applicable to the use of facilities, security, hygiene, and the provision of workplace services.

• Relevant experience in office management, Facilities management, workplace operations, or equivalent roles.
• Good knowledge of Microsoft 365.
• Strong administrative, organizational, and communication skills.
• Availability to work on-site.