Administrative, HR & Finance Officer (H/F)

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.
• Additional leave (RTT), special leave, employee savings and pension schemes.
• Inclusive environment, diversity and equal opportunity policy.
• Opportunities for career development and skills enhancement.