Office manager - Impossible Lisbon Studio


Impossible is a product company. We wrap design and engineering around problems our customers have and we create solutions, validate them quickly and launch them to the market.


Lisbon, August 1st ,2018

An office manager at Impossible is a coordinator of administrative duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Office manager responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as an Office manager or Office administrator would be an advantage. A successful Office manager should also have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties.

Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

As a Office manager, you will:

  • Look after the office space:

    • Serve as the point person for office manager duties including:

      • Maintenance

      • Mailing

      • Supplies

      • Equipment

      • Bills

      • Errands & shopping

    • Organize the office layout and order stationery and equipment, including IT equipments

    • Maintain the office condition and arrange necessary repairs

    • Liaise with facility management vendors, including cleaning, catering and security services

    • Ensure that all items are invoiced and paid on time

    • Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

    • Handling everyday phone calls and reception of visitors

  • Assist the team and the MD with their day to day work:

    • Schedule meetings and appointments for the team and studio

    • Internal and external communication on behalf of the company (both written and verbal, in Portuguese and in English)

    • Plan and organise business trips and company events


  • Assistant finance and HR:

    • Partner with HR to update and maintain office policies as necessary, time to time support our HR team with recruitment

    • Ensure that all items are invoiced and paid on time

    • Administration of contracts

    • Assist in the onboarding process for new hires

    • Manage contract and price negotiations with office vendors, service providers and office leas

You will work with:

  • Managing director of Impossible Lisbon studio, reporting directly to him

  • Financial department based in Impossible Lisbon studio and CFO, based in Impossible London studio

  • Team of designers and developers in Impossible Lisbon studio

  • Board members who are based in Lisbon, Bay area, US and in London

Your experience:

  • University degree in business management, HR/Administration or related discipline

  • A least 2 years of experience in office administration preferably with an international organization

  • Excellent knowledge of office procedures

  • Great written and oral communication skills both in English and Portuguese

  • Ability to work collaboratively and professionally with local and remote teams

  • Professional knowledge of Microsoft Word and Excel

  • A positive and team-oriented attitude

  • A sense of responsibility and ownership for tasks

  • The ability to work with a diverse set of people

  • Knowledge of human resources processes as a plus

We are a small family. We want to solve meaningful problems and create positive impact in the world. We have simple core values that inform everything we do. Be adventurous. Bring a vision. Make an impact.


If you are interested in the position, please send your CV to