Facilities & Office Coordinator — Front Desk (Barcelona)

Vistra; España; On-site; EUR 24,000 - 30,000; Full time

Job summary

Vistra in Barcelona is seeking an Office Assistant to support day‑to‑day workplace services and facilities management. You will coordinate meeting rooms, handle visitor experience, and assist with events, providing a professional front‑of‑house presence.

You will also monitor safety, security, procurement, and documentation processes while liaising with the Head of Serviced Offices and Facilities Management to ensure smooth operations and local compliance.

Qualifications

• Good spoken and written English with clear communication and accurate record‑keeping.
• Strong working knowledge of Microsoft 365 apps: Outlook, Word, Excel, PowerPoint, Teams.
• Knowledge of A3 accounting software would be advantageous.

Responsibilities

• Provide front‑of‑house, visitor and customer service experience.
• Prepare meeting rooms and coordinate bookings, refreshments and workplace service requests.
• Support colleague engagement, office events and practical workplace improvements.
• Complete routine workplace checks and coordinate maintenance, cleaning and utilities.
• Maintain office supplies and act as local contact for building‑management matters.
• Coordinate Health, Safety arrangements, records, risk assessments, and fire safety provisions.
• Administer access permissions, keys and visitor passes, and maintain records.
• Coordinate post, couriers, archiving and confidential document handling.

Skills

Communication skills

English proficiency

Tools

Microsoft 365

A3 accounting software

Job description

Vistra in Barcelona is seeking an Office Assistant to support day‑to‑day workplace services and facilities management. You will coordinate meeting rooms, handle visitor experience, and assist with events, providing a professional front‑of‑house presence.

You will also monitor safety, security, procurement, and documentation processes while liaising with the Head of Serviced Offices and Facilities Management to ensure smooth operations and local compliance.