Facility & IT coordinator (On-site)

Who we are

, , the world's smallest book - at Catawiki, we come across exceptional objects such as these every day.

Catawiki is the leading online marketplace to buy and sell special objects. We offer over 75,000 special objects in auction every week — each reviewed and selected by one of Catawiki’s hundreds of in-house experts specialised in Art, Design, Jewellery, Fashion, Classic Cars, Collectables and many more.

We've sold 10 million unique items to date and it’s our mission to become the world’s most popular auction destination for special objects.

We’re an innovative, pioneering and fast-growing scale-up. If you think you can make a difference to our team, go ahead and apply.

About the role

We are seeking a Facility & IT Coordinator for our beautiful, centrally located office in Lisbon. In this role, you will provide essential support for Facility and IT-related services, assisting our central Facility and IT team with day-to-day operations and participating in various Facility and IT projects. You will collaborate closely with our central Office, Facility, and IT team based in Amsterdam.

What you’ll do

• Be the friendly host in the office, welcoming employees and supporting them
• Receive deliveries and ensure they are stored properly or delivered to the right person
• Provide administrative support for Office/Facility & IT Management, including the registration of incoming and outgoing deliveries (stock management), approval of invoices, and maintaining the email inbox
• Handle and manage Facility and IT requests via Jira and Slack
• Coordinate maintenance and repairs with the local landlord
• Oversee health and safety in the office, addressing and following up on any potential issues, including emergency response evacuations
• Coordinate Catawiki events such as lunches, drinks, dinners, parties, etc
• Assist with travel and accommodation arrangements for Catawikians using the travel booking tool
• Support daily tasks such as replenishing supplies (drinks), checking the mailbox, and maintaining tidy areas
• Clean common areas and meeting rooms as needed during the day (daily cleaning is handled by a professional cleaning service)
• Set up workstations, including the installation of monitors, keyboards, mice, and headsets
• Provide helpdesk support for issues such as password resets, MFA, and access problems related to our suite of SaaS tools, including Google Workspace, Okta, Slack, and JAMF
• Work with our Senior IT Team members to resolve more complex ad hoc issues, identify areas for improvement, and escalate problems as necessary
• Ship and receive hardware for Catawikians, including onboarding, off-boarding, refreshing, and repairing
• Troubleshoot remote application, access, and hardware problems
• Liaise with hardware providers to order new technology equipment and software licenses internationally, and keep the asset inventory updated

What you’ll bring

As thewelcoming faceof our workspace, you will ensure that all employees and guests feel warmly greeted and supported. You will be attentive to how your colleagues interact and what they value, using your positive energy and open mindset to create a great experience for everyone who steps into the office. Additionally, you will address their Facility and IT needs to ensure a smooth and efficient working environment.

• A recent graduate in Facility Management, Hospitality, or IT Management, or someone with 1-3 years of experience in a facility role and/or IT support function
• A high level of responsibility, drive, and strong service orientation
• Excellent organizational skills, with the ability to prioritize and plan work in advance, and a keen eye for detail
• The ability to work independently, even when remote from the central Facility/IT team
• Resilient under stress, with strong multitasking abilities
• A proactive approach to developing and improving processes, with a willingness to take initiative and make suggestions
• Strong social skills and empathy, which you use to build and maintain strong relationships with all stakeholders
• Positive energy and a professional attitude
• Excellent communication skills, both verbally and in writing, in English, with Portuguese; fluency in additional European languages is a plus
• Willingness and ability to be physically present at the office throughout the week (5 days a week), with a hands-on mentality
• Experience or certification in emergency response or first aid is a plus
• Strong problem-solving skills, with the ability to identify root causes
• Qui