Operations Administrator

Job Description

Operations Administrator – Ferreiras

Our client who is a smart home technology company based in Ferreiras is currently seeking an experienced operations administrator to join their team on a full time, permanent basis.

Position Overview

The Operations Administrator will play a critical role in ensuring the smooth and efficient functioning of day-to-day operations. This role involves managing resource allocation, operational planning, customer service, logistics, and financial coordination to support company growth, customer satisfaction, and internal productivity. The role will also contribute to the strategic leadership goals of the business.

Key Responsibilities

1. Operations Management & Strategic Planning

• Lead initiatives to improve operational efficiency by 15% annually through process optimization and technology adoption.

• Develop and implement market expansion strategies to increase footprint by 20%.

• Manage resource and tool scheduling, van maintenance, and stock control in collaboration with the CTO/Technical Manager and Operations Admin.

• Ensure 95% optimal utilization of resources across all projects.

• Coordinate project scheduling with team leaders to meet demand while minimizing downtime.

2. Customer Success & Service Excellence

• Revamp the customer service framework to achieve a 95% or higher customer satisfaction score.

• Manage emails, calls, and ongoing project inquiries; route technical issues to relevant managers.

• Launch aftercare and support programs to increase support contract uptake and reduce churn.

• Respond to customer support requests within 2 business hours; ensure resolution within 3 business days.

3. Financial Oversight & Growth Support

• Collaborate with Sales and General Manager on budgeting, cost control, and forecasting to contribute to annual profitability growth.

• Align hiring with forecasted demand to maintain a maximum 4-week project lead time.

• Manage invoicing and payment processes:

o Dispatch invoices within 1 business day of job completion.

o Process salary payments accurately and on time.

o Ensure 100% of supplier invoices are paid within terms.

4. Logistics & Inventory Management

• Oversee parcel logistics to ensure 100% on-time delivery.

• Conduct monthly inventory checks, maintaining 98% accuracy.

• Ensure all job site equipment is prepared and available 5 days before project start.

• Assist technicians with equipment check-outs and returns, aiming for zero delays.

5. Administrative Support & Compliance

• Complete and manage all transport guides in full compliance with local regulations.

• Process product returns within 48 hours.

• Handle petty cash in accordance with financial policies; maintain accurate records for accountants.

• Ensure all staff onboarding is properly supported (e.g., working hours, holiday policies, reporting procedures).

• Enforce disciplinary procedures in collaboration with leadership for policy violations or absenteeism.

• Coordinate holiday and sick leave schedules with Operations Admin.

• Manage community outreach programs and Algarve Business Awards submissions.

6. Communication & Reporting

• Enhance communication across departments to improve workflow efficiency.

• Forward invoices and receipts to accounting at month-end with 100% accuracy.

• Ensure job orders are correctly logged and communicated to relevant teams.

• Serve as the primary contact for resolving on-site operational issues, targeting 2-hour resolution times.

• Collect and compile team leader reports into CRM and maintain a centralized log of customer satisfaction reports.

Strategic Contribution to Company Goals

As part of the business leadership team, the Operations Administrator contributes to the company’s broader strategic goals:

Strategic Leadership & Vision

• Support the execution of the 5-year strategic plan aiming for 20% YoY revenue growth and 15% market share gain.

• Promote continuous improvement and innovation through operational process enhancements.

Market Expansion & Diversification

• Ensure scalable operations to support expansion into at least one new international market annually.

• Assist in operational readiness for onboarding new partners and markets.

Financial Oversight

• Contribute to the company’s profitability through precise cost management, helping achieve a 20% increase in profitability.

• Maintain strict financial control processes and budget compliance within a 5% variance.

Leadership, Culture, and Talent

• Foster a positive and efficient workplace culture with continuous improvement and innovation.

• Contribute to talent retention by ensuring operational processes support staff wellbeing and satisfaction.

Stakeholder Engagement & CSR

• Ensure internal operational transparency for stakeholder confidence.

• Support and participate in community and CSR initiatives with measurable local impact.

Qualifications and Skills

• Proven experience in operations or administration in a fast-paced environment.

• Strong organizational and multitasking abilities.

• Excellent communication and coordination skills.

• Proficient in inventory, logistics, and financial admin processes.

• Detail-oriented with a proactive approach to problem-solving.

Details –

Position Title: Operations Administrator

Department: Operations

Reports to: General Manager

Location: Ferreiras

Status: Full-Time

Salary: Depending on experience, to be discussed on initial engagement

Languages: Candidates must speak fluent English and Portuguese.