Office Manager

We are looking for an Office Manager to join our Barcelona office! The Office Manager is our first point of contact for all workers and visitors in our Barcelona office. 

You’ll work proactively and be guided by our Head of Finance and the rest of the group's Office Managers. 

Knowing how to prioritize tasks, being able to multitask easily, and having the patience of a saint - you’ll need all of these to keep the office running at the high standards our team is used to. This is a dynamic role with the opportunity to shape it into your own.

Your main responsabilities would be:

• Coordinate and Support Events: Organize and ensure smooth execution of both internal and external events.
• Prepare Offsite Meetings: Oversee logistics, from accommodations to on-site arrangements, for a seamless team experience.
• Manage Visitor Access: Oversee temporary visitor access and ensure smooth entry, parking, and transport.
• Streamline Office Supplies: Lead partnerships for essential supplies and welcome packs, catering to team needs across departments.
• Negotiate Service Contracts: Handle office-related provider contracts and optimize tariffs for cost-effectiveness.
• Facilitate Internal Communication: Support efficient communication and document flow within the company.
• Support New Hires: Collaborate with People Experience to ensure a smooth onboarding experience for new team members.
• Handle External Contacts: Manage incoming communications via phone, mail, and visitor interactions.
• Oversee Shipments and Travel: Organize shipments and coordinate domestic and international travel logistics.
• Maintain Office Budgets and Policies: Optimize office expenses and ensure up-to-date policies and databases.
• Manage Company Flat Maintenance: Ensure comfortable and functional accommodations for our team.

What we're looking for:

• 3+ years of relevant experience working as an Office Manager. International exposure will be a plus.

• Ownership - in terms of managing end-to-end office processes, building relationships across the business, improving the way we do things and thinking out of the box how we can make our workplace a good place to be.

• Great prioritization and attention to detail - You know that in talent acquisition, it's the small things that make a difference, and basics done really, really well make us stand out as a business.

• Great cross-team integration skills with different stakeholders.

• Tools used: It's a must a solid knowledge of Microsoft Office, especially Excel and Word. It is a strong plus to have relevant experience with Travel perk or similar platforms. Nice to have: knowledge of Captio, Payhawk, or any other similar software.

• English level is high enough to communicate in an international environment. Fluency in Spanish is required for the daily doing of this role. Knowledge of Polish is a strong plus.

Logistics:

The role will be 100% based in Barcelona Office, face-to-face most of the time.

The process:

• 30 min first intro call with Global Office manager to give you more insight into the role, the team, and to get to know you a little better.

• Remote interview with our Head of Finance and People Experience (45 min) 

• Business exercise to better understand your skills and experiences, based on a few days’ preparation time and a 60 min working meeting with our management team.

• Final meeting with internal Office manager team

We're excited to hear from you soon!