Office Manager & People Coordinator

Through SecureSafe, DSwiss operates a trusted Swiss infrastructure for the secure exchange, delivery and storage of confidential information. Banks, insurance companies, public institutions and other regulated organisations use our solutions when data protection, data sovereignty and security are business-critical. The platform is hosted in Switzerland, is ISO 27001-certified and is based on a zero-knowledge architecture. For 17 years, hundreds of companies and institutions have placed their trust in DSwiss.

Our Lisbon office anchors both our software development work and our broader business operations, and it has spent the past three years in transformation, with growth now firmly in sight. We're looking for someone with an energetic, outgoing personality and strong organizational and communication skills to provide administrative and operational support across the Lisbon offices, someone who wants to build a career in HR and is ready to help keep operations running smoothly day to day. You'll report to the Head of People in Zurich, and together your mission is to keep building a workplace people are genuinely glad to be part of.

Responsibilities

• Act as the local coordination point for day-to-day employee, HR administration and workplace matters in Lisbon, working closely with our Head of People in Zurich.
• Coordinate and manage the monthly payroll process with our external payroll provider, ensuring that all relevant employee information, changes, absences and other inputs are complete and accurate.
• Support employee administration throughout the employee lifecycle, including contracts and documentation, employee changes, absences, onboarding and offboarding.
• Keep employee records, HR systems and local documentation accurate and up to date.
• Support recruitment activities in Portugal, including interview coordination, candidate communication and preparation for new joiners.
• Be an approachable first point of contact for employees in Lisbon and make sure questions are routed to the right person or external provider when specialist HR input is required.
• Take ownership of the smooth day-to-day operation of our Lisbon office and proactively identify what the team needs.
• Manage office suppliers, service providers, maintenance activities and local operational contracts.
• Ensure meeting rooms, shared spaces and workplace facilities are professional, functional and welcoming.
• Coordinate office supplies, equipment and other practical workplace requirements without unnecessary bureaucracy.
• Organise internal meetings, team lunches, workshops, company events and offsites.
• Coordinate travel and other administrative arrangements for employees and executives where required.
• Support local management and the Head of People with administrative and organisational tasks.
• Contribute to People and workplace initiatives and help improve processes where you see opportunities to make things simpler or more effective.

Requirements

• At least 3 years of experience in office management, administration, HR coordination, People Operations or a comparable role.
• Practical exposure to HR administration such as payroll coordination, employee records, benefits, onboarding or offboarding.
• Experience working with external payroll, HR, benefits or other service providers is highly desirable.
• A basic understanding of Portuguese employment and HR administration is an advantage. You do not need to be an employment-law specialist, but you should know how to coordinate with the right experts.
• Fluent English, both spoken and written. Portuguese is highly desirable.
• Strong organisational skills and excellent attention to detail.
• Comfortable handling confidential employee and company information with discretion.
• Able to work independently, prioritise effectively and take ownership of topics from start to finish.
• Confident dealing with employees, managers, suppliers and external providers across different functions and cultures.
• Proactive and service-minded: you notice what needs to be done and act before someone has to ask.
• Pragmatic and hands-on. In an office of around 20 people, no task is too small when it helps the team work effectively.
• Interested in HR and People topics and motivated to further develop your capabilities in this area over time.
• Willing to work from our Lisbon office at least three days per week.

Benefits

DSwiss takes its values seriously in practice, not just on a slide deck. Transparency, ownership, empowerment, curiosity, and care shape how the team works and how decisions get made. You'll ​have:

• Hybrid Work Model: Enjoy the flexibility of remote work while staying connected with at least 40% of your time spent in our vibrant Lisbon office.
• 25 Days of Vacation: Recharge and thrive with above-market holiday time, reflecting our people-first approach to work-life balance.
• Annual International Retreats: Collaborate, relax, and explore at company offsites in beautiful locations like Switzerland, Italy, and beyond.
• Empowered to Make an Impact: Every voice matters—you're encouraged to drive improvements, contribute ideas, and create real value from day one.
• Learn from the Best: Grow your skills in a high-performing, international team of experienced and talented professionals.
• Delicious Perks: Enjoy free lunches, snacks, and drinks daily—because fuel matters.
• Meal allowance, health insurance coverage, and public transportation allowance.
• Work for a company committed to sustainability—our data centers operate climate-neutral.