Job Description

Operations Coordinator

World Learning Inc. Portugal

Employment Conditions

Contract Term: One-year contract, Full time

Gross monthly salary: €1,200 – €1,400, depending on experience and qualifications.

Benefits: Per local labor requirements

Anticipated Start Date: September-October 2026

To Apply: Submit your cover letter and CV here: https://worldlearning.applicantpro.com/jobs/4134188 .

Must have authorization to work in Portugal.

The program workload is dependent on the academic cycle and may vary due to peak periods of activity as well as field visits etc.

World Learning Portugal seeks an Operations Coordinator. The Operations Coordinator is supervised by the Center Director and provides overarching and comprehensive administrative, financial, and logistical support to the Center in Portugal in collaboration with the wider team. This role ensures the smooth day-to-day running of all programs, student activities, and field-based learning experiences, while maintaining high standards of organization, communication, and compliance.

The role requires a proactive, highly organized individual who is comfortable working across administration, finance, student support, and operational coordination.

Reports to: Center Director

Core Responsibilities

1. Program & Administrative Support

• Provide ongoing operational and administrative support to the Center Director.
• Coordinate the planning and implementation of academic programs and student activities throughout the semester.
• Maintain schedules, records, documentation, and internal communication systems.
• Ensure smooth day-to-day functioning of program operations, following through independently on assigned tasks.
• Act as a first point of contact for basic student logistical and program-related queries.

2. Financial, Compliance & Operational Support

• Manage and track program-related expenses, invoices, and receipts in an organized and timely manner.
• Support financial reporting processes, ensuring documentation is complete and accurate.
• Ensure compliance with Portuguese fiscal regulations, including invoice validation and proper recordkeeping, in coordination with the accounting team.
• Support compliance with Portuguese labor laws and internal institutional procedures related to contracts, payments, and reporting, working closely with the insurance provider team to ensure correct procedures are followed.
• Maintain organized financial and administrative records for internal and audit purposes.

3. Student Activities, Events & Field Coordination

• Support the organization and delivery of student activities, workshops, and events.
• Accompany students and staff on site visits, field visits, and excursions, providing logistical and operational support.
• Coordinate logistics for field activities, including scheduling, attendance tracking, transport coordination, and on-site support.
• Ensure smooth execution of activities, including basic risk-awareness and responsiveness during off-site programs.
• Provide basic support to students regarding well-being-related logistical needs (e.g., guidance, orientation, and coordination of support pathways when needed).
• Assist in coordination with the insurance provider in case of student incidents or support needs, ensuring correct procedures are followed, and documentation is completed.

4. Team & Partner Coordination

• Work closely with program partners, faculty, and administrative teams to ensure alignment and smooth operations.
• Support communication between internal teams and external collaborators.
• Contribute to a collaborative and solutions-oriented working environment.

5. Other tasks as assigned

Required Skills and Qualifications

• Bachelor's in management, business administration, finance or other relevant field (Master's or other post graduate degree preferred)
• Strong organizational and multitasking skills with excellent attention to detail.
• Proactive mindset with the ability to take initiative, anticipate needs, and follow through independently.
• Strong communication and interpersonal skills.
• Ability to work both independently and as part of a team.
• Strong problem-solving and time management skills.
• Basic to strong knowledge of financial administration (budget tracking, receipts, invoicing).
• Familiarity with (or willingness to learn) the Portuguese fiscal and administrative environment.
• Understanding of or willingness to learn about and support processes related to hiring in Portugal.
• Comfortable working in dynamic environments with changing priorities and peak workload periods.
• Fluent English speaker.

Must be authorized to work in Portugal

Preferred Qualifications

• Familiarity with one or more of the following fields: sustainability, communication and media, public health, environmental justice, engineering, or related areas.
• Previous experience in administrative coordination, program support, or operations roles.
• Experience with financial documentation or compliance processes in institutional settings.

• High level of digital literacy, including proficiency in Microsoft Word, Excel, and PowerPoint, with the capacity to quickly learn and navigate new business systems such as Intacct.

Personal Attributes

• Kindness and Respect: A respectful, professional, and supportive attitude toward students, faculty, staff, and partners is essential.
• Empathy and Communication: Ability to listen, understand needs, and respond in a thoughtful and solution-oriented way.
• Reliability and Initiative: A strong sense of responsibility, consistency, and willingness to take initiative without waiting for detailed instructions.
• Team-oriented mindset: Comfortable working in a collaborative, multicultural environment.