Facilities & soft services manager

Werfen; Barcelona; Híbrido; EUR 50.000 - 70.000; Jornada completa

Descripción de la vacante

A multinational company in Barcelona is seeking an Office & Site Manager to oversee daily operations at their headquarters. This hybrid role involves coordinating office services, managing vendor relationships, and ensuring compliance with internal standards. The ideal candidate has a degree in Business Administration or Facility Management and 3-5 years of relevant experience. Strong organizational, problem-solving, and communication skills are essential for success in this position.

Formación

• 3-5 years of experience in office or site management.
• Experience in managing suppliers and contracts.
• Fluent in Spanish and professional English.

Responsabilidades

• Coordinate daily operations of the office and building services.
• Liaise with external service providers and ensure service standards.
• Serve as on-site contact for internal teams and landlords.

Conocimientos

Organizational Skills

Multitasking

Communication

Customer Orientation

Problem Solving

Team Spirit

Educación

Bachelor’s degree in Business Administration or Facility Management

Office Management Certifications

Herramientas

Facility Management Systems (CMMS)

Microsoft Office

Descripción del empleo

Overview

The Office & Site Manager will be responsible for the day-to-day operational management of Werfen Tower, the company's global headquarters. This role ensures a safe, efficient, and welcoming work environment by coordinating soft services, vendor management, internal office operations, and building-related activities. The position acts as the main contact for internal teams and external partners, including the building landlord. This is a hybrid role that blends administrative coordination with basic technical oversight (non-engineering), requiring strong organizational, problem-solving, and communication skills.

This position reports to the Facilities and Soft Services Manager.

Responsibilities

Office & Building Operations

• Coordinate daily operations of the office including reception, cleaning, pest control, canteen, gardening, and workplace logistics.
• Support minor facility tasks (e.g. small repairs, space arrangements, office moves), in coordination with the Engineering & Hard Services team.
• Manage internal requests and ensure the smooth running of office services and amenities.

Vendor & Supplier Coordination

• Liaise with external service providers to monitor performance and resolve incidents.
• Ensure services are delivered according to agreed standards and contracts.
• Track and manage purchase orders and service requests.

Stakeholder & Landlord Relations

• Serve as the main on-site contact for both internal teams and the building landlord.
• Facilitate communication between the landlord’s team and Werfen’s internal departments regarding building operations and issues.
• Handle incident reporting, follow-up, and resolution.

Administrative & Budgetary Support

• Support the management and execution of the facilities annual budget in coordination with the Facilities department.
• Create and monitor purchase orders and basic reports related to services and office activities.
• Maintain documentation and ensure compliance with internal processes.

Compliance & Continuous Improvement

• Ensure services meet internal policies and applicable standards (ISO , ISO , ISO ).
• Contribute to a positive and productive office environment through proactive service improvement.

Key Relationships

• Internal : All departments based at Werfen Tower, including Executive teams.
• Facilities Department : Collaboration with Engineering & Hard Services, Controlling, and other Facilities colleagues.
• External : Landlord and landlord representatives, service providers (cleaning, security, catering, etc.).

Qualifications

Education

• Bachelor’s degree in Business Administration, Facility Management, or related field.
• Additional certifications in office management, building operations, or project coordination are a plus.

Experience

• At least 3–5 years in office or site management roles, ideally in corporate or multinational environments.
• Experience in managing suppliers, contracts, and internal service delivery.
• Familiarity with working in leased buildings and maintaining landlord relationships.

Technical Skills

• Comfortable using facility management systems (e.g. CMMS), Office , and purchase order tools.
• Basic understanding of building operations (HVAC, security, etc.) from a coordination standpoint (not hands-on technical).

Languages

• Fluent Spanish
• Professional level of English (spoken and written)

Key Competencies

• Organizational & Multitasking Skills : Ability to manage multiple requests and vendors simultaneously.
• Communication : Clear, assertive, and solution-oriented interaction with stakeholders at all levels.
• Customer Orientation : Strong sense of service and responsiveness to internal client needs.
• Problem Solving : Proactive and practical in managing day-to-day issues and improvements.
• Team Spirit : Cooperative, adaptable, and able to work cross-functionally.

Travel Requirements

• Not required

Werfen appreciates and values diversity. We are an Equal Opportunity / Affirmative Action Employer