Office Administrator, Document Controller

Sener

. Ensure the day-to-day operation of the Lisbon office and coordinate general administrative services .

Posted 9/23/2026contractLisboa • PortugalMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in administrative management, document control, and office operations, with a strong focus on compliance, organizational skills, and effective communication. Proficient in managing supplier relationships and supporting financial processes within a dynamic environment.

Highest-signal resume keywords

Document ManagementOffice ManagementMicrosoft Office SuiteFluent PortugueseAdministrative Support

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Document ControlInvoicingAccountingSupplier ManagementLogistical CoordinationContract MonitoringRecords ManagementTechnical DocumentationData OrganizationPresentation Preparation

Soft Skills

Organizational SkillsAttention to DetailProblem-Solving OrientationCommunication SkillsTeam Spirit

Tools & Technologies

SharePointAutodesk Construction CloudAconexProcoreMicrosoft Teams

Industry Keywords

Administrative ServicesCorporate GovernanceHealth and SafetyConstructionProject Management

Tech Stack

Tools & technologies

Cloud

About the role

Key responsibilities & impact

Ensure the day-to-day operation of the Lisbon office and coordinate general administrative services
Manage suppliers, purchasing, office supplies, facilities and contracted services
Organize meetings, visits, travel and logistical requirements
Monitor contracts and services related to office operations
Act as the point of contact for external consultants, suppliers and business partners
Maintain document control, filing and records management systems
Receive, register, classify, distribute and archive technical, administrative and contractual documentation
Verify document nomenclature, numbering, format, revision and status
Ensure document traceability and organization
Support the management of access rights, permissions, user onboarding and offboarding, and incidents on document platforms
Coordinate document submissions through internal and client platforms
Support document review, approval and issuance procedures
Prepare records, registers, status reports and document control metrics
Provide teams with support on document management procedures and tools
Support the Finance team with invoice processing, expenses, expense reports, purchase orders, payments and month-end closings
Collect, verify and organize accounting documentation
Coordinate information with accountants, tax consultants, banks and external service providers
Support employee recruitment, hiring, onboarding and offboarding
Coordinate onboarding, equipment, access rights, initial training and integration into the office
Support the management of holidays, absences, training and occupational health
Coordinate administrative Health, Safety and Environmental activities
Support compliance, corporate governance, internal controls, audits and inspections
Monitor deadlines, certificates, insurance policies, powers of attorney, contracts and corporate documentation
Provide executive and administrative support to the management team
Prepare presentations, reports, minutes, correspondence and supporting documentation
Coordinate meetings and follow up on outstanding matters
Handle sensitive and confidential information with rigor and discretion

Requirements

What you’ll need

Degree or professional training in Administration, Business Management, Accounting, Secretarial Studies, Document Management or a related field
Previous experience in administrative roles, office management, administrative accounting or document control
Experience in engineering, construction, consulting or project management companies will be considered an asset
Good knowledge of Microsoft Office, particularly Excel, Word, PowerPoint, Outlook and Teams
Experience with SharePoint and document management platforms
Knowledge of platforms such as Autodesk Construction Cloud, Aconex, Procore or equivalent will be considered an asset
Basic knowledge of invoicing, accounting and supplier management
Fluent Portuguese and a good level of written and spoken English
Knowledge of Spanish will be considered an asset
Ability to handle confidential information
Strong organizational, planning and prioritization skills
Rigor, attention to detail and a quality-oriented approach
Independence, initiative and a strong sense of responsibility
Ability to manage multiple activities and stakeholders
Excellent communication and interpersonal skills
Problem-solving orientation
Flexibility and ability to adapt to an international and growing environment
Team spirit and a strong internal service mindset

Benefits

Comp & perks

Join an engineering company belonging to an international group
Participate in a growing business project in Portugal
Collaborative, multidisciplinary and international working environment
Professional stability and opportunities for development within the Sener Group
Ongoing training and learning across different areas of business management
Competitive salary and benefits package, according to the selected candidate’s experience
Inclusive working environment based on respect, equal opportunities and professional development