Multilingual Front Desk & Office Services Coordinator

hotelbedsgroup; Spain; On-site; EUR 24,000 - 36,000; Full time

Job summary

HBX Group is seeking a professional to provide a welcoming, efficient front-of-house service at HBX Headquarters in Spain, coordinating reception, workplace and office administration for a smooth daily operation.

You will welcome clients and visitors, manage calls and emails, maintain security procedures, support desk-booking, travel bookings, purchasing and basic bookkeeping, and coordinate maintenance and space planning with multiple stakeholders.

Qualifications

• Fluent spoken and written English and Spanish; additional languages are an advantage.
• Excellent customer-service, interpersonal and communication skills, with a professional and welcoming manner.
• Strong organisation, attention to detail and ability to manage multiple priorities in a busy office environment.
• Discretion and sound judgement when handling confidential information, access matters and sensitive employee requests.
• Practical problem-solving skills, reliability and a proactive, hands-on approach.
• Confidence coordinating multiple internal stakeholders and external service providers without direct reports.

Responsibilities

• Provide a professional, welcoming and efficient front-of-house service at HBX Headquarters while coordinating day-to-day reception, workplace and office administration.
• Welcome clients, suppliers, employees from other locations and visitors, ensuring a professional and consistent front-of-house experience.
• Manage incoming telephone calls, reception email and general correspondence.
• Maintain workplace security procedures, including visitor registration, access coordination, visitor badges and logs.
• Administer the employee desk-booking platform, support users, monitor utilisation and resolve booking issues.
• Manage incoming and outgoing post, couriers and special deliveries, maintaining records.
• Coordinate meeting-room readiness, shared-area presentation, office signage and reception materials.
• Purchase office supplies, equipment and furniture; monitor stock and service levels.
• Perform routine administrative and bookkeeping tasks, including invoice coordination and expense reconciliation.
• Coordinate preventive and corrective maintenance for office facilities and equipment; elevate service risks.
• Maintain day-to-day relationships with building management and workplace suppliers.
• Coordinate office-space planning, moves, renovations and workplace-improvement projects.
• Support onboarding and offboarding logistics, including IT equipment and access.
• Provide corporate-travel support to employees and act as operational point of contact for travel suppliers.
• Maintain accurate office records and prepare basic activity/cost reports.
• Act as a visible support during office incidents and follow health, security and data-protection procedures.

Skills

Customer service

Interpersonal skills

Communication

Organization

Multitasking

Discretion

Problem solving

Stakeholder coordination

Education

Vocational qualification

Tools

Desk-booking system

Visitor-management system

Travel-booking system

Purchasing system

Invoice-management system

Microsoft Office

Job description

HBX Group is seeking a professional to provide a welcoming, efficient front-of-house service at HBX Headquarters in Spain, coordinating reception, workplace and office administration for a smooth daily operation.

You will welcome clients and visitors, manage calls and emails, maintain security procedures, support desk-booking, travel bookings, purchasing and basic bookkeeping, and coordinate maintenance and space planning with multiple stakeholders.