Operations & Office Manager (On-site) Setúbal

Operations & Office Manager (On-site)
Setúbal
Setúbal, Setubal, Portugal

Location: Parque das Nações, Lisbon

Schedule: Full-time, 5 days/week (100%
- site)

Reports to: Operations Director

The Role

We’re seeking a
- on Operations & Office Manager to keep our workplace running smoothly and to support day‑to‑day operations across the business. You’ll be the go‑to person for the office, suppliers and internal teams, ensuring a safe, efficient and welcoming environment.

What you’ll do

1) Front Desk & Workplace

• Run reception (greeting, switchboard, mail, visitor badging).
• Keep common areas, meeting rooms and storage tidy and in top condition.
• Manage access (cards, keys), parking spaces and the asset inventory.
• Align with the in‑house cleaning team and liaise with the condominium management company, landlord and building security (incidents, access, works and communications).

2) Logistics Support

• Support internal events, trainings and meetings (rooms, catering, travel).
• Coordinate mail/shipping, travel (flights, hotels, transfers) and accommodation.
• Manage office supplies purchasing and office vendors.

3) Fleet Management

• Manage fuel and e‑mobility cards (creation/closure, limits, incident handling, monthly reconciliation).
• Liaise with the renting partner (deliveries/returns, maintenance, tyres, inspections, replacement vehicles, claims).
• Handle tolls (device setup, licence plates, reconciliation).
• Oversee mileage management (record/validate kms, maintenance alerts, personal/business use where applicable).
• Reporting and control of cost per vehicle/km and consumption trends.

4) Suppliers (Facilities)

• Source, negotiate and manage contracts for cleaning, maintenance, utilities and other general office suppliers.
• Budget planning, invoice control; ensure budget compliance.

5) Health & Safety

• Liaise with the OSH provider (hygiene, safety and health).
• Lead audits/inspections and follow up on corrective actions.
• Maintain safety signage and workstation ergonomics.
• Record and handle accidents/incidents (incl. near‑misses) and investigate root causes.
• Maintain the Emergency Plan/drills, fire wardens, PPE, first‑aid kits and mandatory training.
• Conduct risk assessments and measurements (e. g. , noise/lighting) and ensure legal compliance.

What you’ll bring

• Proven experience as Office Manager/Operations/Facilities (min. 2–3 years).
• Fluent in Portuguese and English, both spoken and written.
• Excellent organisation, prioritisation and multitasking; strong attention to detail.
• Supplier negotiation skills and confidence reviewing contracts.
• Solid Excel/Sheets skills and collaboration tools (e. g. , Microsoft 365/Teams).
• Driving licence (preferred).
• Availability for 100% on‑site work in Parque das Nações, 5 days/week.

Soft skills

• Exceptional proactivity (see it → fix it), autonomy and sound prioritisation.
• Strong common sense and operational judgement, knowing when to decide and when to escalate.
• Service mindset and problem‑solving attitude.
• Clear, assertive communication and a team‑player approach.
• Administrative rigour and confidentiality.
• Continuous improvement and efficiency focus.