Operation Administrator

**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.

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:

- Dispatch invoices within 1 business day of job completion.
- Process salary payments accurately and on time.
- 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 organizatio