Administrative Assistant (Fluent in French, Portuguese and English )

Company Description

Alter Solutions Portugal is an IT Consultancy Company, promoter of Digital Transformation, part of the Alter Solutions Group, created in 2006, in Paris.

In 2022, Alter Solutions joined the act digital group, constituting a global community of talent in Technology, with presence in thirteen countries: Germany, Belgium, Brazil, Canada, United States of America, Mexico, Morocco, Spain, France, Luxembourg, Poland, Portugal and Serbia. Also in 2023, we were certified as a Great Place to Work©.

In Portugal, we partner with over 120 clients and a team of over 500 people, working in projects for industries as diverse as banking, insurance, transportation, aviation, energy, and telecom.

Headquarters of the Nearshore IT center, Alter Solutions Portugal has a dedicated team of around 30 specialized professionals, integrated into projects with several internationally renowned clients.

Job Description

What you'll do:

• Receive and follow-up of expenditure requests from and to several stakeholders(archiving contracts, amendments to contracts, purchase orders…) 
• Management of outsourcing contracts with service providers for all our sites (new contractors, early departures, contracts annual renewal) as per given instructions and in cooperation with finance control.
• Contribute to invoicing management;
• Collect all monthly invoicing information (elections sheets, postage);
• Control the consistency of information/volumes to be invoiced and, if necessary, make corrections and liaise with the relevant departments;
• Issue clients invoices;
• File all invoices issued (digital archiving)
• Manage general services of Lisbon site;
• Manage office supply/equipment orders;
• Manage access to the premises;
• Recruitment follow-up: liaise with service providers, schedule interviews, follow-up with applications;
• Manage new arrivals/departures;
• Manage IT equipment (stock control, liaise with the office IT department);
• Act as a relay of HR department within Lisbon site for all HR administrative issues.

Qualifications

What you'll need:

Technical skills 

• General knowledge of the enterprise world;
• Good knowledge of office MS tools, Word and Excel; proficiency in SAGE accounting software is an advantage
• Knowledge of administrative process;
• 2/3 years higher education in accounting/management, administrative management and/or 
  secretary;
• At least 2 to 3 years in such a polyvalent administrative position
• Fluent in French, Portuguese and English 

Soft skills

• Rigor and method in collecting, analysing and consolidating data;
• Proactiveness; ability to take initiatives;
• Able to manage confidentiality;
• Team spirit;
• Good verbal and written communication skills;
• Education and Work Experience