The Administrative, HR & Finance Officer is responsible for supporting and coordinating administrative operations, human resources processes, and financial activities within the organisation. This versatile role ensures high-quality employee experience, accurate record-keeping, compliance with legal requirements, and smooth internal workflows.

Main Responsibilities

1. Administration

Manage office administration, reception, and logistics (supplies, travel arrangements, calendar management).
Draft and follow up on correspondence, reports, meeting minutes, and administrative documents.
Coordinate cross-functional projects and liaise with suppliers and service providers.
Organise, archive, and update administrative and legal files.

2. Human Resources

Assist with recruitment processes (sourcing, interview organisation, drafting and monitoring contracts, managing employee records).
Monitor probation periods, medical visits, and files for apprentices, interns, and temporary staff.
Draft and manage HR correspondence (contract amendments, certificates, various documents).
Support HR Business Partners with performance reviews, training, absence and leave management.
Contribute to updating HR processes and preparing for audits or inspections.
Ensure compliance regarding system access for new joiners and leavers
Serve as the point of contact between the payroll firm and local service providers
Ensure compliance with Portuguese labor laws
HR support for managers: advising managers on day-to-day HR issues; providing guidance in individual situations

3. Finance

Verify, track, and enter HR and administrative invoices.
Maintain financial dashboards and assist with budget preparation.
Process applications for recruitment-related financial incentives according to current schemes.
Monitor employee profit-sharing, savings, and supplementary pension schemes.

4. Compliance & Legal

Track and renew licences, professional cards, and legal documents.
Prepare and monitor compliance files (KYC/KYP, regulatory forms).
Stay up to date with regulatory changes and update procedures accordingly.
Coordinate with legal departments for formalities and signatures.

Profile & Skills

Minimum Bac +2, with significant experience (ideally 5 years) in administrative, HR, or finance roles ; ideally in the context of setting up an office
Proficient in MS Office (Word, Excel), office tools, and communication platforms.
Excellent writing skills, organisational abilities, attention to detail, and discretion.
Ability to work as part of a team, manage multiple tasks simultaneously, and adapt to changing situations.
Strong interpersonal skills, service-oriented, initiative-taking, and autonomous, entrepreneurial spirit
Fluent in Portuguese; professional English is an asset, French language is an asset

Benefits & Work Environment

Flexible working hours, remote work possible according to company policy.
Inclusive environment, diversity and equal opportunity policy.
Opportunities for career development and skills enhancement.

Administrative, HR & Finance Officer (H/F)

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