Office Manager

About the role

The Office Manager is responsible for ensuring the smooth operation of the office environment, overseeing administrative functions, and creating a welcoming and efficient workspace. This role involves managing office supplies, handling facility-related issues, organizing events, and supporting employees with various administrative needs. The Office Manager plays a vital role in enhancing team morale, streamlining office processes, and maintaining a productive, organized office.

Key Responsibilities

Office Administration and Facility Management

Oversee daily office operations to ensure functionality, cleanliness, and a pleasant atmosphere.

Manage inventory and purchase office supplies, equipment, and furniture, ensuring availability and cost-effectiveness.

Coordinate maintenance requests and repairs with facility providers and troubleshoot issues as they arise.

Ensure compliance with safety and security protocols, including maintaining emergency plans and supplies.

Employee Support and Onboarding

Act as the main point of contact for all office-related inquiries, resolving issues and providing assistance to employees.

Facilitate the onboarding process for new hires, including workspace setup, IT equipment distribution, and introduction to office policies.

Support employees with travel arrangements, conference registration, and scheduling as needed.

Event Planning and Coordination

Organize and coordinate company events, team-building activities, and meetings, both on-site and off-site.

Manage logistics for events, such as catering, space booking, AV equipment, and transportation as required.

Develop and maintain relationships with vendors and negotiate contracts to optimize service quality and costs.

Budget Management and Cost Control

Develop and monitor the office operations budget, ensuring cost-effective practices and adherence to financial guidelines.

Track expenses, negotiate vendor contracts, and manage supplier relationships to maximize value.

Prepare monthly expense reports, reconciling with the finance department and identifying potential cost-saving opportunities.

Health, Safety, and Compliance

Oversee adherence to health and safety regulations, including conducting risk assessments and emergency procedures.

Stay up-to-date on relevant legal requirements and implement policies to ensure office compliance with standards.

Manage safety programs, such as fire drills and first-aid training, and act as the point of contact for emergencies.

Process Improvement and Documentation

Establish and refine office procedures and policies to increase efficiency and employee satisfaction.

Maintain organized records of vendor contracts, office expenses, and facility maintenance.

Regularly review office management processes and recommend improvements to streamline operations.

Required Qualifications

Education: Bachelor’s degree in Business Administration, Operations Management, or related field preferred.

Experience:

3+ years of experience in office management, facilities management, or administrative roles.

Proven experience in organizing events and managing vendor relationships.

Technical Skills:

Proficiency in Microsoft Office Suite and office management software.

Knowledge of budgeting, scheduling, and expense management.

Soft Skills:

Excellent organizational and multitasking skills with a strong attention to detail.

Ability to communicate effectively and build relationships with employees at all levels.

Problem-solving abilities to handle unexpected issues and prioritize tasks.

What We Offer

A competitive salary package based on your experience.

An impressive benefits package, focused on our culture of integral health that includes medical insurance, gym with personal trainer, sauna and hyperbaric chamber, and fresh fruit every day.

Tax-advantageous wage benefit: Meal card, transport package and other measures such as childcare allowance.

Discount on Veg it (vegan meals) to order your lunch at the office.

Flexible start and finish times.

Reduced working hours in August.

23 holidays plus 3 extra days at disposal

English classes

Parking benefit for those who live outside of Barcelona.

And what we are very proud of, you will join a young, motivated and powerful team with a great team culture. As it’s not all work, we maintain the team spirit with team building events, parties and workshops where you can enjoy our achievements. When you leave in the afternoon, you can join our paddle tennis games near the office.