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Operations & Office Manager (On-Site)

Operations & Office Manager (On-Site)

Hexa ConsultingLisbon, Portuguese Republic, Portugal
Há 14 dias
Descrição do cargo

Location : Parque das Nações, Lisbon

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

Reports to : Operations Director

The Role

We’re seeking a hands-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.
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    Office Manager • Lisbon, Portuguese Republic, Portugal