Operations & Office Coordinator – Visa Sponsorship Opportunity in Portugal

Are you passionate about creating smooth workflows and ensuring everything runs seamlessly behind the scenes? Are you an organized, detail-oriented, and proactive individual who enjoys supporting teams, managing administrative tasks, and handling documentation with precision? If you thrive in a dynamic, international environment and are fluent in both Portuguese and English, this opportunity is tailor-made for you. Join a company that values efficiency, teamwork, and innovation as you grow professionally.

We are looking for an Operations & Office Coordinator Portugal who will be responsible for managing office supplies, supporting recruitment processes, and assisting in both administrative and financial tasks. With visa sponsorship available, this is your chance to work in Portugal’s vibrant Aveiro region, contributing to a diverse team that fosters creativity and engineering excellence. If you are driven, reliable, and eager to learn, apply now!

Company Overview

MobiLab is a forward-thinking technology company focused on helping organizations become Cloud-native and data-driven. We value diversity, inclusion, and employee development, providing a supportive environment for innovation. Our headquarters in Cologne, Germany, fosters creativity and knowledge-sharing, while our teams across Europe work collaboratively to deliver engineering excellence and guide clients in leveraging data for growth.

Location

Aveiro, Portugal – Visa Sponsorship Available

Job Description(Operations & Office Coordinator Portugal)

As an Operations & Office Coordinator Portugal, you will be responsible for:

1. Managing Office Administration: Oversee daily office operations, ensuring that supplies, documents, and resources are efficiently organized to support team productivity and workplace functionality.
2. Handling Inventory and Purchases: Track office supplies and equipment, place orders, and manage vendor relationships to ensure that the office remains well-equipped and operational at all times.
3. Communication & Documentation: Manage internal and external communications in both Portuguese and English, ensuring professional correspondence and proper documentation flow.
4. Administrative Support: Assist with bureaucratic processes such as contracts, government paperwork, and employee onboarding, ensuring that all operations meet legal and organizational standards.
5. Basic Accounting Support: Help with invoice processing, financial documentation, and preparing reports in collaboration with the finance team and external partners.
6. Office Well-being: Maintain a clean, welcoming, and organized office space that promotes a productive and positive work environment for all employees.
7. Event Organisation: Support team-building activities, internal meetings, and office gatherings, ensuring smooth planning and execution of events.
8. Recruitment Assistance: Coordinate interview schedules, onboarding processes, and communication with candidates to ensure a seamless hiring experience.
9. External Event Participation: Provide logistical and administrative support for events such as job fairs, meetups, and conferences where the company is represented.
10. Tool Utilization: Utilize office tools like Google Workspace (Docs, Sheets, Gmail) to streamline documentation, scheduling, and communication processes.

Key Responsibilities for Operations & Office Coordinator Portugal

1. Office Support: Ensure the office operates efficiently by handling administrative tasks and tracking supplies to avoid disruptions.
2. Vendor Management: Liaise with suppliers and vendors to manage purchases and inventory, optimizing costs while ensuring availability.
3. Document Handling: Manage contracts, employee paperwork, and communication between departments in a timely and organized manner.
4. Accounting Assistance: Support the finance team by preparing reports and handling invoices with accuracy and confidentiality.
5. Workplace Enhancement: Create and maintain a positive office atmosphere by addressing maintenance issues and ensuring a clean environment.
6. Event Planning: Coordinate internal gatherings, ensuring schedules, venues, and logistics align with company goals.
7. Recruitment Coordination: Facilitate interview scheduling and onboarding procedures, offering a smooth experience for candidates and hiring teams.
8. External Representation: Assist in organizing company participation in industry events, ensuring professional setup and follow-ups.

Requirements for Operations & Office Coordinator Portugal

• Languages: Fluency in Portuguese and English, both written and spoken, is essential for effective communication.
• Administrative Experience: Previous experience or strong interest in office management or administrative roles, with problem-solving capabilities.
• Organizational Skills: Ability to multitask, prioritize, and execute tasks with minimal supervision in a fast-paced environment.
• Bureaucratic Knowledge: Familiarity with local administrative procedures or willingness to learn government paperwork processes.
• Accounting Basics: Understanding of invoices and financial documents or eagerness to acquire related knowledge.
• Communication: Strong interpersonal and communication skills to collaborate across departments and with external stakeholders.
• Technical Tools: Proficiency or willingness to learn tools like Google Workspace (Docs, Sheets, Gmail) for documentation and scheduling.
• Professionalism: Dependability, approachability, and a solution-oriented mindset to support the office and its operations.

Salary & Benefits of Operations & Office Coordinator Portugal

Benefits:

1. Visa Sponsorship: Full support for relocation and work authorization in Portugal.
2. Health Insurance: Comprehensive medical coverage to ensure well-being.
3. Learning Opportunities: Access to training and knowledge-sharing platforms.
4. Public Transport: Subsidized tickets to ease daily commuting.
5. Events & Conferences: Participation in industry meetups and conferences for professional growth.
6. Pension Scheme: A company-supported retirement plan to secure your future.
7. Inclusive Environment: Work in a diverse and supportive team that values your input and development.

How to Apply for Operations & Office Coordinator Portugal

Submit your updated resume and a cover letter highlighting your administrative experience, language proficiency, and passion for supporting teams. Applications should be sent to careers@mobilab.com with “Operations & Office Coordinator – Aveiro” as the subject line.

Additional Information

This is a visa sponsorship job. Applicants from any location are encouraged to apply. The position offers growth opportunities, training, and a collaborative work environment.

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