Office Manager

Responsibilities

• Establish and scale the Lisbon office operations, providing operational support for a seamless employee experience.
• Proactively manage space capacity, collaborating with Executives and department leads to design and maintain an optimum working environment as the team grows.
• Oversee all office logistics, including porterage, internal moves, deliveries, and the management of suppliers
• Own office financials and own budgets, working closely with the building management company, department lead and finance team. Drive cost savings at every opportunity. Be able to articulately report financial position at relevant forums.
• Adhere to financial and procurement processes.
• Collaborate with Security, Finance, Risk & Compliance, People, IT and Operations to uphold business continuity plans, security, and safety standards ensuring full alignment with Portuguese regulatory requirements.
• Proactively manage and ensure compliance with all applicable regulatory standards at all times.
• Manage internal facilities brand and communication, acting as a role model for Thought Machine, create an incredible environment for everyone.
• Own all facilities processes and implement changes throughout the lifecycle - establishing standards, processing and metrics whilst continuously working to enhance the employee, client, visitor experiences.
• Manage external vendors and ensure sufficient stock supplies.
• Coordinate security passes, room bookings, and the client/visitor experience.
• Lead/support cross-functional events and initiatives.
• Be a custodian of Thought Machine culture, proactively contribute to and build a positive team environment.

Requirements

• Essential:
• Fluent English and Portuguese and excellent verbal, written and interpersonal communications skills
• Strong team focus with an "all hands on deck" approach
• Positive, proactive, can-do attitude is essential along with the desire to add value
• Ability to work in a fast paced environment, where processes and the working environment is constantly changing
• Can-do spirit: Thought Machine is growing rapidly and new challenges arise every day. This is a role for someone who wants to roll up their sleeves up and dive in to new tasks, problem solving and delivering incredible results
• Outstanding organisational and time management skills
• Located in Lisbon, full time attendance in the office is required
• Desirable:
• Experience in an Administrative / Office Support / Finance support role
• Financial acumen and ability to manage team budgets.
• Understanding, interpreting and presenting data using spreadsheets, presentations and other mediums.
• Experience with Google Suite, Atlassian products (JIRA and Confluence), and Slack.

Benefits

Additional Information

Thought Machine's mission is bold - to properly and permanently rid the world's banks of legacy technology. To achieve this, we have developed the foundations of modern banking through core and payments technology which run natively in the cloud. What we are attempting is hard and means we need great people working together to build great technology. We have grown rapidly in the past few years - growing our team to more than 550 individuals across offices in London, New York, Singapore, Sydney and our newly established Engineering Hub in Lisbon. We have raised more than £500m in funding and our investors include Molten Ventures, Eurazeo, Intesa Sanpaolo, Temasek, Nyca Partners, JPMorgan Chase Strategic Investments, Standard Chartered Ventures, and more. We have created a culture that enables our team to produce the best work in the industry while ensuring we have fun along the way. We're regularly cited as having a fantastic workplace culture and have been recognised by Sifted magazine as having one of the highest Glassdoor ratings for a UK fintech company and the industry's most generous employee share package. Named one of the world's most innovative fintechs by Global Finance Magazine, we were also recognised by the Financial Times as one of Europe's fastest-growing companies for two consecutive years-and a UK Best Employer for 2026. This is a full-time, permanent position based in our Lisbon office, requiring five days a week onsite. We're looking for an energetic and driven Office Manager to join our Lisbon team. The ideal candidate has a positive attitude, is keen to get stuck in, is passionate about delivering an amazing office experience and enjoys working with people. As Lisbon is a brand new location for Thought Machine, you will be responsible for the setup and smooth running of the space - delivering an incredible experience and fantastic environment for everyone to work.

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