Office Manager

The Office Manager is responsible for the effective day-to-day operation of the Braga workplace, including facilities, workplace services, suppliers, office-related procurement, workplace experience and administrative coordination. The role ensures that the physical working environment is safe, functional, organized and appropriately supported for employees, visitors and operational teams.

The Office Manager owns office and facilities matters within the defined scope and budget, coordinates relevant suppliers and internal stakeholders, identifies operational risks and improvement opportunities, and escalates matters requiring management approval. The role works closely with HR, Finance, IT, Operations and other support functions while maintaining clear functional ownership and accountability.

Workplace & Facilities Management

• Own the day-to-day operation and readiness of the Braga office and associated workplace facilities.

• Coordinate maintenance, cleaning, repairs, utilities, security/access-related workplace matters and other facilities services.

• Conduct regular workplace inspections and proactively identify maintenance, safety, capacity or service issues.

• Coordinate corrective actions with suppliers and internal stakeholders and track them through completion.

• Ensure meeting rooms, common areas and workplace facilities are maintained to an appropriate operational standard.

• Support office expansions, refurbishments, moves and other facilities projects as required.

• Suppliers, Procurement & Budget

• Manage office-related suppliers and service providers, including quotations, service quality and follow-up.

• Obtain and compare quotations in accordance with company procurement and approval requirements.

• Monitor office/facilities expenditure against approved budgets and flag material deviations.

• Maintain appropriate records of contracts, quotations, purchases and recurring services.

• Identify opportunities to improve supplier performance, service quality and cost efficiency.

• The Office Manager may recommend suppliers and expenditure but must operate within established approval authorities and procurement processes.

Workplace Services & Employee Experience

• Coordinate workplace services that support employees' day-to-day experience in the studio.

• Support office events and workplace initiatives in collaboration with relevant stakeholders.

• Support onboarding from a workplace readiness perspective — workspace, access coordination, welcome arrangements, etc.

• Act as a point of contact for workplace-related employee requests and ensure they are addressed or routed to the appropriate function.

• Support visitors, client visits and internal events as required.

Health, Safety & Compliance

• Coordinate office-related Health & Safety activities falling within the facilities/workplace remit.

• Maintain required workplace and facilities documentation and records.

• Coordinate with HR, external H&S providers and other responsible stakeholders on statutory workplace requirements.

• Escalate identified compliance or safety risks promptly to the Studio Head and relevant functional owner.

• Support implementation of emergency preparedness and workplace safety measures within the responsibilities assigned to Office Management.

Requirements

• Relevant experience in office management, facilities management, workplace operations or a comparable role.
• Demonstrated experience managing suppliers, facilities services, procurement and office budgets.
• Experience coordinating multiple stakeholders and competing priorities in a fast-paced environment.
• Working knowledge of workplace health and safety requirements and facilities best practices.
• Strong proficiency with Microsoft 365 and relevant workplace/business systems.
• Professional fluency in English; Portuguese is highly desirable for local supplier and authority interactions.
• Strong administrative, organizational and reporting capabilities.