Office Coordinator - Office Manager

Company Description

Kaplan Language Group (KLG) is made up of three businesses: Kaplan International Languages, Alpadia Language Schools and ESL Education. All are recognized leaders in the educational travel sector, committed to offering high-quality, immersive language learning to students from over 100 countries.

KLG is part of Kaplan Inc., which was founded in 1938 by Stanley Kaplan, a teacher and pioneer, who provided tutoring services to help students from poorer backgrounds get to university. Today, Kaplan delivers a range of programs and services, helping students from many walks of life and countries to achieve their career goals through education. The parent company of Kaplan is Graham Holdings.

In 2019, our English language business joined forces with ESL Education, a well-established language travel agency, and Alpadia Language Schools, a group of schools offering French and German language programs to adults and junior learners, and summer English programs for teenagers. With our combined expertise and experience in the sector, it is our mission to provide the very best experience to the customers who choose to travel and learn with us.

Job Description

n this dynamic role, you will be the heartbeat of our head office, ensuring smooth daily operations, a great employee experience, and a welcoming environment for all.

You’ll manage the flow of the office: greeting visitors, coordinating meetings and events, supporting onboarding, handling supplies and logistics, and keeping the workspace running efficiently. As the go-to person for staff and guests, you’ll play a key part in shaping a positive, organized, and engaging office culture every day.

As our Office Coordinator your main responsibilities will be focus on:

Office Presence & Daily Operations – Serve as the main on-site contact for all office matters, ensuring smooth daily operations and a welcoming environment for all visitors.

Office Readiness & Guest Experience – Ensure the office is tidy, prepared for client/leadership visits, and that visitors receive a warm, professional welcome.

Facilities Maintenance & Issue Resolution – Oversee general maintenance and order, resolving day-to-day issues and coordinating with third-party vendors or service providers as needed.

Vendor & Supplier Management – Manage contracts and relationships with external services (cleaning, courier, IT, travel, catering, etc.), ensuring continuity and quality.

Supplies & Inventory Management – Monitor and restock all office materials, handle regular breakfast and fruit deliveries, conduct periodic office shopping, and consider employee preferences.

Office Cleanliness & General Upkeep – Ensure shared spaces (kitchen, fridge, common areas) meet cleanliness standards and promote employee responsibility.

Security & Key Management – Act as the contact for alarm or security matters and manage key distribution for new joiners.

Mail & Package Handling – Manage the reception and dispatch of office mail, packages, and courier service.

Event & Team Coordination – Plan and organize office events, celebrations, and team gatherings

Onboarding & Offboarding Support – Assist with onboarding/offboarding tasks such as preparing access cards and coordinating office-related setup.

Travel & Logistics Support – Support booking taxis or accommodation for visitors and staff when required.

Documentation & Compliance – Maintain administrative and regulatory documentation (e.g., workplace safety, medical check-ups), as well as all office-related documents stored in secure locations.

Internal Communications – Prepare general office communications and newsletters

Office Improvement & Employee Experience – Identify and implement enhancements to improve the workspace and overall employee experience.

Support the HR and Finance Department for some administrative tasks (account all invoices, reconcile Petty Cash, process employees’ expenses, etc.)

Any ad-hoc tasks as required

Qualifications

1 – 2 years of experience in office administration or coordination

Positive, professional, and adaptable attitude with strong problem-solving skills

Excellent communication and interpersonal skills

Strong organizational and multitasking abilities

Proactive and able to handle a variety of situations independently

Proficiency in MS Office Suite

Well-presented and able to engage with colleagues at all levels

Customer-focused with a passion for creating a positive office experience

Fluency in Spanish and English; other languages are a plus

Additional Information

What We Offer You

Creative, rewarding work where your impact is visible

A dynamic, stimulating, and fun work environment

A stimulating and dynamic work environment

Half day off on your birthday

Discounts in languages courses.

Discounts on medical insurance.

Unlimited tea & coffee to fuel your day, &Free breakfast on Mondays and fresh fruit on Thursdays!

Conditions

Permanent contract – Full time

Office based job

Schedule: Monday to Friday 8:15- 8,3 to 17-17,30h

Start date: ASAP

Competitive Salary + Ticket restaurant (pluxee card).

Our Office

You will be based in our fantastic Eixample office in Barcelona, surrounded by a wide selection of restaurants and shops. Our diverse team, along with our dynamic and youthful work environment, makes working at Kaplan a truly empowering experience.

If you meet the requirements and are interested in this position, please submit your application in English (résumé), along with a cover letter and your preferred salary range.

Diversity and inclusion are important to us, and we’re constantly working to improve these aspects. At KLG and all our brands, we don’t just accept our differences, we fully support and celebrate them.

We’re committed to equal opportunity employment regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, or gender identity or expression. We strive to be an equal-opportunity workplace.