Working Student - Workplace Experience

At Mollie, we want to ensure all Mollies have a productive and comfortable workspace. In this fun and independent role, you will be responsible for the smooth operation of our Lisbon office, maintaining a clean and well-stocked environment. Your efforts will directly contribute to a positive and efficient working atmosphere. You'll also be prepared to occasionally travel to and work from our other sites to support seamless coverage of the Workplace team.

• Office Maintenance: Conduct daily checks, restock snacks and kitchen supplies (~1 hour/day, with heavier clean-up and dishwasher duties on Tuesdays and Thursdays). Maintain plants and liaise with coffee suppliers. Ensure overall office cleanliness, meeting room readiness, and basic IT/wiring upkeep.

• Supply Management: Manage office supplies and weekly grocery orders, including receiving and organising inventory. Liaise and manage external vendors and suppliers (groceries, coffee, catering, etc.) to ensure timely delivery and payment.

• Facilities Support: Coordinate landlord communications and liaise with external service providers for cleaning, catering, maintenance, and ad-hoc facilities needs or events. Handle minor office repairs, IT/wiring setup, and room maintenance as needed.

• Health and Safety: Helping to ensure a safe working environment you will form a part of a team that acts as first responders to any emergency, organise the yearly training and ensure that our Lisbon office is compliant with H&S legislation

• Emergency Preparedness & Drills: Maintain the office Medidas de Autoproteção (Self-Protection Measures) and execute annual evacuation drills (with training provided).

• Occupational Health & Ergonomics: Oversee ergonomic assessments and occupational health checks (Medicina do Trabalho) for all Portugal-based employees.

• Compliance Documentation: Maintain all health, safety, and facilities documentation to ensure 100% compliance during ACT audits.

• Hospitality & Events: Welcome guests and vendors to the office. Support ad-hoc office events, meet-ups, and social committee initiatives, with potential to lead future social and team-building events. Support with event catering, possibility of supporting lunch in the future.

• Policy Enforcement: Encourage a culture of shared responsibility for the office environment by firmly but respectfully providing feedback to colleagues on clearing up after themselves.

• Office support: You will assist with welcoming new team members celebrating milestones and anniversaries. Communication channels (email and electronic messages) will be attended to by you.

• Onboarding & New Hires: Act as the key point of contact for new hires in Lisbon, handling initial comms and ensuring they feel supported and equipped for success from day one.

• People Support: You'll support employees by collaborating with the People team to handle daily tasks and employee requests.

• Travel and Support: Be willing and able to occasionally travel to and work from other offices.

• Flexibility: Adapt to changing priorities and handle a variety of tasks, from hands-on maintenance to administrative duties.

This is an office based role where you will be expected to work at the office 5 days per week.

Our ideal candidate has great administrative and hospitality skills, previous exposure to administrative/clerical work will be a benefit. The ability to work independently and proactively in an ever changing environment is important as well as a can-do attitude to thrive in a social, high paced environment.

• A strong level of resilience, a great sense of humour, and the ability to thrive as a collaborative team player with the other Workplace team members across our offices.

• Experience in customer focused role/s such as hospitality, office administrator or assistant preferably in a multinational office with a diverse workforce.

• Independence and Initiative: we are looking for someone proactive who can work independently to identify and address facility needs and who will take ownership of maintaining a high standard of office presentation and functionality.

• Willingness to be a first responder in case of emergencies and receive the necessary training for this function.

• Eagerness and ability to develop knowledge in managing office facilities in Portugal with responsibility for local H&S compliance.

• Willingness to learn Portuguese Labor Law (Código do Trabalho), Law 102/2009 (SST framework), and ANPC fire regulations.

• Readiness to work alongside ACT inspectors and manage external SST (Serviços de Segurança e Saúde no Trabalho) vendor contracts with appropriate guidance.

• Certified First Aid / Fire Warden qualification or Level V/VI Técnico de Segurança no Trabalho accreditation is a plus, or a strong willingness to obtain them.

• Strong administrative and organisational abilities.

• Excellent communication skills (written and spoken) in English and Portuguese.

• Drivers license

• Ability to work between the core hours of 8:30AM and 5:00PM at the office, plus flexibility to support out of hours events - time will be given back in lieu.