Part-Time Office Coordinator (1 Year FTC)

Who we are!

The Constellation Automotive Group is the largest vertically integrated digital car marketplace in Europe, combining the leading digital brands across the segments of Consumer to Business (C2B), Business to Business (B2B) and Business to Consumer (B2C). Across our digital platforms, we exceed £20 billion of Gross Merchandises Value (‘GMV’) on an annual basis. This includes market leading brands such as BCA, We Buy Any Car, cinch and Marshall.

https://www.constellationautomotive.com/techhub

The Constellation Technology Team provides a group-wide set of Technology Products and Services across the Constellation Automotive Group.

About the Role:

The Office Coordinator is responsible for the smooth day-to-day running of the Coimbra office, ensuring a well-organised, welcoming, and efficient workplace environment.

This role focuses on coordinating office services, supporting employees, and managing administrative and vendor-related activities. It is a hands-on, operational role suited to someone who enjoys creating a positive office experience and keeping things running seamlessly.

Role Accountabilities:

Office & Workplace Operations

• Ensure the smooth day-to-day running of the Coimbra office
• Coordinate relationships with landlords, facility providers, and office suppliers.
• Manage ordering of office supplies, refreshments, and basic services.
• Support contract administration, renewals, and invoice processing in coordination with Finance.
• Maintain and update office procedures to ensure an organised and compliant environment.
• Monitor office usage and support space planning as required.
• Support and coordinate office-related initiatives (e.g. improvements, events).
• Support health & safety activities, including risk assessments and compliance checks.
  
  
  Administrative & purchasing Support
  
  
• Manage day-to-day administrative processes, including purchase requests, orders, goods receipts, and related documentation.
• Support basic procurement activities, ensuring timely ordering and delivery of office supplies and services.
• Maintain accurate records and filing systems for office administration and supplier documentation.

  
  Communication & Front of house

• Act as the first point of contact for office-related queries, providing a welcoming and helpful experience for employees, visitors, and suppliers.
• Coordinate visitor access, meeting room setup, and basic hospitality (e.g. refreshments, room readiness).
• Manage office communication channels (phone, shared inboxes, internal tools) related to workplace operations.
• Support communication of office updates, processes, and guidelines to employees.

  
  Budget & Cost Control

• Track day-to-day office expenses and support budget monitoring within agreed guidelines.
• Assist with forecasting basic office needs (supplies, services) and identifying cost-effective solutions.
• Support invoice tracking and processing in coordination with Finance.

  
  Employee Support & Experience

• Provide general support to employees on workplace-related needs (e.g. workspace setup, equipment, office services).
• Coordinate onboarding and offboarding logistics, including workspace readiness and access arrangements.
• Help maintain a clean, organised, and welcoming office environment.
• Support simple workplace initiatives that contribute to a positive and inclusive office experience (e.g. small events, amenities, seasonal activities).

Knowledge and Experience:

• Strong organisational skills and attention to detail
• Comfortable managing multiple small tasks and priorities
• Good communication and interpersonal skills
• Ability to work independently and take initiative
• Basic experience with procurement, invoicing, or office systems is beneficial
• Proficiency in Microsoft Office (or equivalent tools)
• Fluency in Portuguese and good working English#

Please note that only applications submitted in English will be considered.

Our policy is to employ the best qualified people and provide equal opportunity for the advancement of employees including promotion and training and not to discriminate against any person because of gender, race, ethnicity, age, sexual orientation, religion, belief or disability.