Office & Coworking Space Manager
Vida Plena is an innovative hospitality group founded in Lisbon in 2018, dedicated to making our guests and team feel truly at home. We pride ourselves on delivering warm, blissful experiences, fostering a diverse and inclusive atmosphere, serving top-quality fresh food, and providing exceptional service.
Our foundation is built on passion, respect, kindness, ambition, and modernity, alongside a commitment to joy, positive energy, and a laid-back approach to enjoying life's best moments. At Vida Plena, we embrace the true essence of hospitality while adhering to our core values, creating a fun, respectful, and loving environment for all.
About the role
We're a hospitality company, and we're opening a brand-new coworking space in our Cais do Sodre office. We're looking for the person who will help bring it to life and then keep it running beautifully — across both floors, from day one onwards. You'll be the face of the space: the friendly presence people meet when they walk in, the one who notices when something needs fixing before anyone else does, and the person who keeps the daily life of the office humming. You'll be involved from setup onwards — getting the space equipped, secure, and welcoming, greeting the first members, and shaping the systems and house rules that define how it runs as it grows.
This role is equal parts organisation and hospitality. If you love being around people, take real pride in a tidy, well-run space, and get genuine satisfaction from solving the small problems that keep everyone else productive, you'll thrive here.
This is a part-time position, from Monday to Thursday, from 8.30am to 12.30pm ( subject to adjustment).
What you'll do
Running the office day to day
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Keep the HQ office running smoothly: supplies, equipment, cleaning, vendors, and general upkeep across both floors.
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Be the go-to person for anything office-related, from a printer that won't cooperate to setting up a desk for a new team member.
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Coordinate day-to-day logistics: deliveries, supplies, access, and general office needs.
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Identify and solve small operational problems quickly and proactively.
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Make sure the office always stays tidy, organised, and pleasant to work in in direct contact with the Cleaning team.
IT & systems administration
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Administer Google Workspace for HQ (user accounts, groups, access permissions
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Create and manage email accounts for new HQ starters, in coordination with the People team, who own the onboarding trigger. Venue and operations accounts remain with the Operations department.
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Act as first point of contact for everyday office IT (equipment, peripherals, basic troubleshooting), escalating anything beyond day-to-day management.
Vendors, contracts & admin
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Manage office supplier contracts and make sure we're getting good service and fair value.
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Own the organisation of shared physical and digital admin filing, keeping documents easy to find and always up to date.
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Oversee HQ fleet management: registration, insurance, fines, and compliance.
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Support the Leadership Team with ad hoc administrative tasks.
Welcoming people & onboarding
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Coordinate workspace setup and access for new starters with the People team, making their first day feel smooth and welcoming.
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Be the main point of contact for everyone coming in and out of the office: team members, external coworkers, visitors, and deliveries.
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Welcome new people joining the space and support their onboarding.
Coworking space management
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Help set up the space for opening: equipment, furniture, signage, systems, and the member experience from day one.
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Manage all member contracts and agreements: onboarding new members, handling renewals and terminations, and coordinating billing with Finance.
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Be the main point of contact for coworking members, handling their day-to-day requests, issues, and feedback in a friendly, efficient way.
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Manage visits for potential new coworkers and desk renters.
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Handle access, meeting room bookings, and shared resources across the floor.
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Keep the space well-presented, properly equipped, and a pleasure to work in.
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Maintain a simple operations log and help develop house rules and processes as the space grows.
Security & access management
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Set up and manage security for the new space: access control, keys/fobs/codes, alarm systems, and CCTV where applicable.
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Define and maintain who has access to what across both floors, keeping permissions up to date as members and staff come and go.
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Be the point of contact for security vendors and ensure systems are working, serviced, and compliant.
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Establish opening and closing procedures and keep the space secure day to day.
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Handle incidents or access issues quickly, and keep a log of anything security-related.
Employee experience, events & hospitality
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Support the People team on employee experience, helping bring the office to life through small gatherings, events, and team moments.
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Help organise occasional office events, mainly around food, lunches, and celebrations.
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Support the bar service within the space, making sure it's well-stocked, welcoming, and a nice part of the experience.
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Support the overall coworking experience and make sure external coworkers, visitors, and members feel genuinely well taken care of.
Who we're looking for
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At least 2 years of experience in a similar role — office management, coworking, front-of-house, or hospitality operations.
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Smiley, warm, and social, with a real love of connecting with people and creating a great atmosphere. As a hospitality company, we care deeply about this: you'll be the face of the space.
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Extremely organised, tidy, and detail-oriented — nothing slips through the cracks.
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Proactive, reliable, and solution-driven. You naturally take ownership of the daily life of the office and notice what needs doing without being asked.
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Hands-on and welcoming, with genuine pride in taking care of both people and spaces.
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Comfortable interacting with the whole cast of office life: team members, external coworkers, visitors, deliveries, and prospective members.
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Proficient with G-Suite and Mac.
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Professional proficiency in English, written and spoken. Portuguese is a plus.
What's In For You?
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A generous welcome at our venues — enjoy special discounts
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A bright, two-floor office in Cais do Sodré — with a big terrace and river view
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Vida Plena Activities, every week — yoga, surf, kart racing, and more
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We care about wellness — Spin classes for the body, and Mindpartner access for the mind
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Flexibility on contract — open to full-time in-house or freelance/retainer for the right person
