Manager, Office Operations

Zartis; Madrid; Presencial; EUR 25.000 - 35.000; Jornada completa

Descripción de la vacante

A digital solutions provider located in Madrid is seeking an Operations & Office Support Specialist to manage office operations and provide administrative support across various functions. The ideal candidate should have at least one year of relevant experience and be fluent in both Spanish and English. Responsibilities include coordinating office activities, managing supplies, supporting HR and Finance operations, and ensuring a well-organized workspace. This role provides opportunities for professional growth with training and benefits including flexible perks and health insurance.

Servicios

Flexible benefits such as transport

Private health insurance

Access to courses and internal training

Formación

• Minimum 1 year experience as a receptionist, office assistant, or administrator.
• Ability to work under pressure and comply with deadlines.
• Capacity to work from the office 5 times a week.

Responsabilidades

• Coordinate daily office and reception operations.
• Manage office supplies and equipment.
• Act as main contact for suppliers and contractors.
• Support HR and People Ops with administrative tasks.
• Assist Finance team with administrative tasks and invoice review.

Conocimientos

Fluency in Spanish and English, both written and spoken

Excellent time management skills

Organizational and planning skills

Skilled at anticipating team members' needs

Tech savvy with tools like Google Workspace and Slack

Educación

High school diploma or bachelor’s degree in business administration

Herramientas

Google Workspace

Slack

ClickUp

Descripción del empleo

Zartis is a digital solutions provider, specialised in building cutting-edge software with bespoke development teams. Joining the team in one of our global offices in Madrid city center, Cork City and Valencia is a big deal. We are a diverse company, with team members drawn from more than thirty different nationalities.

Operations & Office Support Specialist

to join our Operations pillar. You will support a variety of operational areas, including Office Management, AdminOps, Finance Ops, and HR, working closely with colleagues and external suppliers to maintain high standards of service, safety, and efficiency.

Office Administration

Coordinate daily office and reception operations, ensuring a welcoming, organised, and well-functioning workspace.

Manage office supplies, equipment, merchandising and deliveries, ensuring adherence to budgets and timelines.

Oversee physical office security and access management.

Maintain business-related records and documentation (vendors, contracts, invoices management support, etc.)

Admin & Supplier Management

Act as the main point of contact for suppliers and contractors, ensuring service levels meet established standards.

Coordinate and supervise facility-related tasks (repairs, cleaning, maintenance) ensuring compliance with safety protocols.

HR & People Support

Support HR and People Ops teams with administrative tasks when needed (documentation, communication, scheduling).

Support Health & Safety management for the different areas and countries.

Provide logistical support for onboarding processes (equipment setup, office orientation).

Assist with Engagement initiatives and internal events planning.

Finance Operations Support

Support the Finance team with administrative tasks such as collecting documentation, reviewing invoices for accuracy, and liaising with vendors.

Assist with basic expense, purchasing and budget tracking processes.

Experience as a receptionist, office assistant, or administrator of at least 1 year.

Fluency in Spanish and English, both written and spoken.

A high school diploma or bachelor’s degree in business administration or a related field is preferred.

Skilled at anticipating team members' needs.

Tech savvy and comfortable with tools such as Google Workspace, Slack, ClickUp, etc.

Excellent time management skills with the ability to work well under pressure, complying with set deadlines and being able to offer alternatives in case of delay.

Organizational and planning skills.

Capacity to work from the office 5 times a week.

Training

we offer English classes, access to courses and internal training.

Benefits

Flexible benefits such as transport and restaurant, private health insurance and more.