People&Workplace Specialist

About Qualifyze,

Founded in 2019, Qualifyze is a leading company in supply chain compliance management in the Life Sciences industry, trusted by over 1,500 pharmaceutical and healthcare companies globally. Our digital suite of solutions connects manufacturers, suppliers, and a global network of more than 250 auditors and quality experts.

With a track record of over 4,500 audits across 85+ countries and the largest and most accurate supplier network and data analytics tools, Qualifyze stands as the all-in-one partner for quality compliance and supply chain risk mitigation in the Life Sciences sector.

Role Overview:

As a People Operations & Office Management Specialist at Qualifyze, you will be the operational backbone of our People team: owning key employee lifecycle processes, supporting our multi-country compliance needs, and making our Barcelona office a place people love to come to.

You'll collaborate closely with our People Director, the broader People team, and internal stakeholders across the business. This role is for a true allrounder: someone equally comfortable processing a team event, welcoming a new joiner on their first day, or keeping the office running smoothly. If you thrive when no two days look the same and you take pride in doing both the operational and the human side brilliantly, this is your kind of role.

This role is based in our Barcelona office. You'll be there most days, as the heartbeat of the space. There's flexibility for the occasional exception, but presence is part of the magic here.

This is a role that grows with you. The more curiosity and hunger you bring, the more the scope expands. The list of responsibilities is just the starting point.

Main responsibilities:

People Operations & Employee Lifecycle

Own first days for new joiners globally: coordinate welcome logistics, equipment, system access, and onboarding communications for new hires across all our locations (Spain, USA, Germany, India, and EoR countries)

Support offboarding management, including documentation, system offboarding, and exit steps

Support on drafting and managing employment documents: contracts, amendments, reference letters, and termination agreements

Support end-of-probation (EOP) tracking and management across the team

Support on maintaining HRIS (Personio) data accuracy and support ongoing process improvements

Manage the People helpdesk (Jira), triaging and responding to employee queries with care and speed

Use AI tools to streamline People Ops workflows: drafting communications, summarising data, building templates, and reducing manual work wherever possible

Office Management & Employee Experience

Manage day-to-day Barcelona office operations: maintenance, supplies, snacks, drinks, and general upkeep

Lead the coordination of internal events: team gatherings, company celebrations, and culture moments

Own provider and vendor management for office-related services

Support Board Meeting on-sites and logistics when needed

Contribute to embedding company culture and values through day-to-day interactions and office environment

Main requirements:

2 years of experience in OM and/or People Operations or a combined role

Experience running office operations is highly valued - you do not see "making the office great" as beneath the role, you see it as part of the culture work

Experience with an HRIS (Personio experience is a plus)

Comfortable working in a multi-country environment with exposure to labour compliance in at least 2+ jurisdictions (Spain is a must; any of USA, Germany, India is a strong plus)

Organised, detail-oriented, and able to manage multiple tasks and priorities without dropping the ball

Strong communicator. Able to write clearly, handle sensitive information with discretion, and build trusted relationships across the business

Active user of AI tools (ChatGPT, Claude, Copilot, or similar) in your day-to-day work. You experiment and find ways to work smarter, not just observe. You look for ways to automate or streamline before defaulting to manual processes

English is your working language; Spanish is a strong plus given our Barcelona office

Nice to have:

Understanding of HR admin processes across the employee lifecycle (contracts, offboarding,, compliance)

Experience with Jira for helpdesk or ticketing workflows

Background in a fast-scaling startup or scaleup environment

Familiarity with DEEL or EoR payroll models

Salary

At Qualifyze, our salary ranges are transparent internally, and we aim to follow a similar approach externally. For this role, we’re happy to share a reference point within the band: the expected salary range is around 35.000€ , centered around the median.

Final compensation will depend on experience and performance during the process, with some flexibility within the range.

What do we offer?

Competitive, annually reviewed compensation package

Country vacation package that increases with your tenure

‍ ️Country specific benefits offering incl. private health care, fitness and meal allowances

Annual personal development budget to increase your impact

Hybrid working mode, plus up to 3 months of the year work from anywhere.

All the best kit and tools to work effectively

Annual in person all company event and celebration in Europe

Working with an exceptional team, doing some of the best work of your career

Use of AI in Our Recruitment Process:

We believe in a human-led hiring process. All applications are reviewed manually by our Talent Acquisition team, and neither Talent Acquisition nor Hiring Managers use AI to screen, filter, rank, assess, or make decisions about candidates, including during interviews and assessments. During interviews, AI may be used only to support note-taking and transcription.

All hiring decisions are made by people!

Diversity & Inclusion at Qualifyze:

At Qualifyze we actively support the power of diversity, uniting complementary talents and perspectives to address new challenges. Our collective strengths help us to find innovative solutions and turn difficulties into opportunities. We will encourage you to bring your authentic self to work, fostering an inclusive environment where everyone belongs and feels heard.