Back Office Manager

Approach People Recruitment; Barcelona; On-site; EUR 42,000 - 64,000; Full time

Job summary

Approach People Recruitment in Barcelona is seeking a Back Office Manager to oversee and optimize all back-office activities across administrative, financial, procurement, contract management and office operations. Based in Barcelona, you will coordinate between internal departments, management and external partners to ensure smooth day-to-day operations and ongoing process improvement.

You will lead governance, vendor relations, budgeting support, invoices and reporting, HR-related services,

Qualifications

• Commercial or administrative education or equivalent professional experience.
• At least 5 years of experience in back-office operations, administration, shared services or business support functions.
• Proven experience in contract administration, procurement support and reporting activities.
• Previous experience in an international business environment is an advantage.
• Strong organizational and planning skills.
• Excellent communication and stakeholder management capabilities.
• High level of accuracy and attention to detail.
• Ability to manage multiple priorities simultaneously.
• A continuous improvement mindset.

Responsibilities

• Lead and manage all back-office operations and administrative processes.
• Ensure the efficient execution of day-to-day administrative activities.
• Establish, monitor and continuously improve processes, procedures and guidelines.
• Ensure compliance with company policies, regulatory requirements and internal controls.
• Manage contract administration, including reviews, approvals, renewals and documentation.
• Support procurement processes, purchase requests and order management for local needs.
• Coordinate relationships with external suppliers and service providers.
• Support budgeting, forecasting and cost control activities.
• Monitor administrative expenditures and identify optimization opportunities.
• Ensure accurate processing of invoices and financial documentation.
• Prepare operational reports and ensure data accuracy, completeness and timely availability.
• Maintain business databases and documentation repositories.
• Coordinate employee onboarding and offboarding processes.
• Support the Head of Services Spain in HR-related activities.
• Manage office administration, facilities coordination and workplace-related services.
• Organize business events, meetings, workshops and management reviews.
• Manage and coordinate office facilities and property-related services, ensuring a safe, efficient and professional working environment.
• Act as the primary contact for landlords, facility management providers, building management and external contractors.
• Oversee office leases, service agreements, maintenance contracts and related documentation.
• Coordinate maintenance, repairs, renovations and fit-out projects.
• Ensure compliance with workplace health, safety, environmental and security requirements.
• Manage office space planning, seating arrangements, meeting facilities and workplace utilization.
• Coordinate office access management, badges, keys and visitor administration.
• Oversee procurement and inventory management of office furniture, equipment and workplace supplies.
• Manage office operating budgets and monitor facility-related expenditures.
• Support business continuity measures related to workplace infrastructure and facilities.
• Coordinate relocations, office expansions and workplace improvement initiatives.
• Ensure a high-quality employee workplace experience and support modern workplace concepts, including hybrid work environments.
• Manage mobile contracts and subscriptions.
• Identify opportunities for process simplification, automation and standardization.
• Lead continuous improvement initiatives within the back-office environment.
• Maintain process documentation and operational standards.
• Collaborate closely with Finance, HR, IT, Legal, Procurement and external service partners.
• Support management with administrative and organizational tasks as required.

Skills

Microsoft 365

English fluency

Spanish fluency

Education

Commercial or administrative education

Tools

SAP ERP

Data analysis tools

Job description

We are currently looking for a Back Office Manager to join the Spanish operations of an international company operating in a dynamic and multicultural environment.

Based in Barcelona, you will be responsible for overseeing, coordinating and optimizing all back-office activities, ensuring efficient administrative, financial, procurement, contract management and office operations.

Reporting to the Head of Service Center, you will act as a key point of contact between internal departments, management, external partners and service providers, while ensuring smooth day-to-day operations and continuous process improvement.

Key Responsibilities

Operational Management & Governance

• Lead and manage all back-office operations and administrative processes.

• Ensure the efficient execution of day-to-day administrative activities.

• Establish, monitor and continuously improve processes, procedures and guidelines.

• Ensure compliance with company policies, regulatory requirements and internal controls.

Contract & Vendor Management

• Manage contract administration, including reviews, approvals, renewals and documentation.

• Support procurement processes, purchase requests and order management for local needs.

• Coordinate relationships with external suppliers and service providers.

Financial Administration & Reporting

• Support budgeting, forecasting and cost control activities.

• Monitor administrative expenditures and identify optimization opportunities.

• Ensure accurate processing of invoices and financial documentation.

• Prepare operational reports and ensure data accuracy, completeness and timely availability.

• Maintain business databases and documentation repositories.

People & Administrative Services

• Coordinate employee onboarding and offboarding processes.

• Support the Head of Services Spain in HR-related activities.

• Manage office administration, facilities coordination and workplace-related services.

• Organize business events, meetings, workshops and management reviews.

Office & Property Management

• Manage and coordinate office facilities and property-related services, ensuring a safe, efficient and professional working environment.

• Act as the primary contact for landlords, facility management providers, building management and external contractors.

• Oversee office leases, service agreements, maintenance contracts and related documentation.

• Coordinate maintenance, repairs, renovations and fit-out projects.

• Ensure compliance with workplace health, safety, environmental and security requirements.

• Manage office space planning, seating arrangements, meeting facilities and workplace utilization.

• Coordinate office access management, badges, keys and visitor administration.

• Oversee procurement and inventory management of office furniture, equipment and workplace supplies.

• Manage office operating budgets and monitor facility-related expenditures.

• Support business continuity measures related to workplace infrastructure and facilities.

• Coordinate relocations, office expansions and workplace improvement initiatives.

• Ensure a high-quality employee workplace experience and support modern workplace concepts, including hybrid work environments.

• Manage mobile contracts and subscriptions.

Process Improvement & Stakeholder Management

• Identify opportunities for process simplification, automation and standardization.

• Lead continuous improvement initiatives within the back-office environment.

• Maintain process documentation and operational standards.

• Collaborate closely with Finance, HR, IT, Legal, Procurement and external service partners.

• Support management with administrative and organizational tasks as required.

Profile

• Commercial or administrative education, or equivalent professional experience.

• At least 5 years of experience in back-office operations, administration, shared services or business support functions.

• Proven experience in contract administration, procurement support and reporting activities.

• Previous experience in an international business environment is an advantage.

• Strong organizational and planning skills.

• Excellent communication and stakeholder management capabilities.

• High level of accuracy and attention to detail.

• Ability to manage multiple priorities simultaneously.

• A continuous improvement mindset.

Technical Skills & Languages

• Good knowledge of Microsoft 365 (Excel, PowerPoint, Word, Teams and SharePoint).

• Experience with ERP systems, ideally SAP.

• Knowledge of reporting and data analysis tools is an advantage.

• Fluent in English and Spanish.

• Additional languages are considered an advantage.

Location : Barcelona, Spain.