Operations Specialist TUMO Lisboa

ABOUT US:

The TUMO Center for Creative Technologies is a free educational program that empowers teenagers aged 12 to 18 to take charge of their own learning paths allowing them to expand their knowledge in technology and creativity regardless of their socioeconomic background. Founded in Yerevan Armenia in 2011 TUMO is now present in 10 countries including France and Germany and soon in Japan the Netherlands and the United States.

TUMO is launching its first center in Spain! TUMO Bilbao-Bizkaia is currently being implemented by Shaken Not Stirred the same team that successfully established TUMO in Portugal in three locations Lisbon Coimbra and Porto creating a growing network of creative learning centers across the country. Each center has the capacity to welcome up to 1500 students.

Students combine TUMOs learning objectives Robotics Photography Game Development Graphic Design Filmmaking Programming Music and Animation to create personalized learning plans that they continuously adapt according to their progress and evolving interests. Soft skills such as teamwork initiative empathy and effective communication are integrated into the program alongside subject knowledge and technical skills.

There are three learning methods at TUMO: Self-Learning Workshops and Learning Labs. These take place in person at TUMO centers under the guidance of our pedagogical and mentoring teams with access to our digital platform and all the necessary hardware and software.

ABOUT THE ROLE:

The Operations Specialist plays a key role in both facilities needs and front desk operations. This role is responsible for ensuring the smooth operation of the TUMO Lisboa centers physical space equipment and IT infrastructure. This role also combines the need to have excellent communication skills in order to be in charge of the TUMO reception and support the operations required for that space.

The main responsibilities include:

Facilities & IT (the great majority of the position)

• Supporting the start of the centers school year defining/revising processes and implementing the yearly facilities and IT roadmap under the centers priorities and objectives;
• Oversee the maintenance security and proper use of the TUMO centers facilities ensuring a safe and functional environment for students and staff;
• Coordinate repairs cleaning and general upkeep by liaising with service providers and ensuring compliance with safety standards;
• Monitor the mandatory safety and emergency training for the teams with the indications and timetable of the central team;
• Supervising the teams occupational health appointment process and other administrative tasks related to billing control purchases and payments;
• Manage the inventory and distribution of materials and equipment for staff and students ensuring proper use and handling necessary repairs;
• Act as the main liaison with TUMO Portugal IT Support overseeing IT infrastructure central management of the email accounts and ensuring timely software updates and central management;
• Support the planning and execution of events by coordinating logistics managing supplies and setting up spaces as needed;
• Maintain stock of office supplies educational materials and merchandise ensuring availability and efficient procurement processes;
• Continuously seek improvements in facility operations ensuring modifications and new implementations are completed effectively;
• Provide general administrative support to the center and other teams assisting in day-to-day operations as required.

Infodesk (at specific times of the week):

• Greet and assist students parents and visitors at the front desk providing clear and friendly communication about the centers activities and policies;
• Supervise student check-ins check-outs and access card management ensuring a smooth and organized entry process;
• Supporting student onboarding processes ensuring accurate records and a positive transition for the education staff;
• Maintain a clean and organized reception area and ensure the center opens and closes according to pre-established schedules;
• Act as a point of contact for operational issues providing backup support to topics related with security and facilities measures;
• Support the execution of contingency procedures if necessary such as contacting authorities insurance providers or implementing emergency plans;

WHAT YOU BRING:

• Facilities Strategy: Ability to design and implement the entire facilities and IT roadmap with strategic thinking ensuring compliance with objectives;
• Process Optimization: Capability to streamline procedures enhance efficiency and ensure smooth operations within the admissions and onboarding cycles;
• Communication with Stakeholders: Ability to effectively communicate with prospective students parents and stakeholders both in writing and verbally to build trust provide guidance and ensure a positive admissions experience. We foster empathetic positive and sensitive communication in line with our educational values;
• Procurement and Inventory Management: Strong skills in tracking and maintaining equipment and resources keeping data up to date;
• Facility Operations: Experience of facility maintenance space planning and optimization emergency preparedness local building codes and regulations;
• Supplier and Contract Management: Ability to build trust relations with suppliers service providers and contractors analyzing contracts expenses and optimizing cost efficiency;
• Digital Infrastructure: Knowledge of digital infrastructure software management and automation systems;
• Front Desk and Administrative Operations: Competence in managing front desk responsibilities having the ability to handle visitors and students and also have the capability of ensuring record-keeping and information management maintaining high standards of accuracy data security and confidentiality and align with the Admissions team;
• Conflict Management: Ability to handle sensitive or challenging situations involving students and parents while collaborating with the educational team to find the best solution;
• Data analysis and Reporting: Proficiency in data analysis performance tracking and reporting using Excel or similar tools. Comfortable with technological tools processes and resources;
• Language: Proficiency in communicating in Portuguese and English.

WHAT WE OFFER:

We are a dynamic team who enjoy working together and believe that we can have an impact on education in Portugal.

• In-Loco Full-Time Position: Work on-site at the dynamic TUMO center in Porto;
• Contract type: Full-Time
• Competitive Compensation: Receive a compensation and benefits package that reflects the roles responsibilities and aligns with your experience;
• Schedule: Working hours depend on the TUMO student timetable and will be agreed upon entry;
• Reporting: This position has double reporting: locally to the Executive Director of the TUMO center and centrally to the Chief Operations Officer;
• Growth Opportunities: We are an organization with different projects and locations with opportunities arising that encourage professional development.

HOW TO APPLY:

All applications must be submitted through the TUMO Portugal Linkedin page including your CV. If you have any questions feel free to email us at and well respond promptly. All applications will be handled with respect in strict confidentiality and also regarding the use of Artificial Intelligence by our ATS Factorial RH during the recruitment process in compliance with regulation (EU) 2024/1689.