Office Coordinator Office Manager

ALPADIA Language Schools SA; Barcelona; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A language school in Barcelona is looking for an Office Administrator to oversee daily office operations and create a welcoming environment. The role includes managing office supplies, coordinating meetings, and enhancing employee experiences. Candidates should have 1-2 years of relevant experience, proficiency in MS Office, and fluent communication skills in Spanish and English. This full-time position offers a dynamic work environment with additional perks such as birthday leave and discounts on language courses.

Servicios

Half day off on your birthday

Discounts on language courses

Unlimited tea & coffee

Free breakfast on Mondays

Fresh fruit on Thursdays

Formación

• 1–2 years of experience in office administration or coordination.
• Positive professional and adaptable attitude with strong problem-solving skills.
• Strong organizational and multitasking abilities.

Responsabilidades

• Serve as the main on-site contact for all office matters.
• Manage contracts and relationships with external services.
• Plan and organize office events and celebrations.

Conocimientos

Office administration

Problem-solving

Communication skills

Organizational skills

Customer-focused

Fluency in Spanish

Fluency in English

Herramientas

MS Office Suite

Descripción del empleo

In this dynamic role you will be the heartbeat of our head office ensuring smooth daily operations a great employee experience and a welcoming environment for all.

You’ll manage the flow of the office: greeting visitors, coordinating meetings and events, supporting onboarding, handling supplies and logistics and keeping the workspace running efficiently. As the go‑to person for staff and guests you’ll play a key part in shaping a positive, organized and engaging office culture every day.

Key Responsibilities

• Serve as the main on‑site contact for all office matters, ensuring smooth daily operations and a welcoming environment for all visitors.
• Ensure the office is tidy and prepared for client/leadership visits and that visitors receive a warm, professional welcome.
• Oversee general maintenance and order, resolving day‑to‑day issues and coordinating with third‑party vendors or service providers as needed.
• Manage contracts and relationships with external services (cleaning, courier, IT, travel, catering, etc.) ensuring continuity and quality.
• Monitor and restock all office materials, handle regular breakfast and fruit deliveries, conduct periodic office shopping and consider employee preferences.
• Ensure shared spaces (kitchen, fridge, common areas) meet cleanliness standards and promote employee responsibility.
• Act as the contact for alarm or security matters and manage key distribution for new joiners.
• Manage the reception and dispatch of office mail, packages and courier services.
• Plan and organize office events, celebrations and team gatherings.
• Assist with onboarding/offboarding tasks such as preparing access cards and coordinating office‑related setup.
• Support booking taxis or accommodation for visitors and staff when required.
• Maintain administrative and regulatory documentation (e.g., workplace safety, medical check‑ups) as well as all office‑related documents stored in secure locations.
• Prepare general office communications and newsletters.
• Identify and implement enhancements to improve the workspace and overall employee experience.
• Support the HR and Finance departments with administrative tasks (accounting all invoices, reconciling petty cash, processing employees’ expenses, etc.).
• Handle any ad‑hoc tasks as required.

Qualifications

• 1–2 years of experience in office administration or coordination.
• Positive professional and adaptable attitude with strong problem‑solving skills.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proactive and able to handle a variety of situations independently.
• Proficiency in MS Office Suite.
• Well‑presented and able to engage with colleagues at all levels.
• Customer‑focused with a passion for creating a positive office experience.
• Fluency in Spanish and English; other languages are a plus.

What We Offer You

• Creative rewarding work where your impact is visible.
• A dynamic, stimulating and fun work environment.
• Half day off on your birthday.
• Discounts on language courses.
• Discounts on medical insurance.
• Unlimited tea & coffee to fuel your day & free breakfast on Mondays and fresh fruit on Thursdays.

Conditions

• Permanent contract, full time.
• Office based job.
• Schedule: Monday to Friday 8–3:30 to 17–30h.
• Start date: ASAP.
• Competitive salary, ticket restaurant (pluxee card).

Our Office

You will be based in our fantastic Eixample office in Barcelona surrounded by a wide selection of restaurants and shops. Our diverse team along with our dynamic and youthful work environment makes working at Kaplan a truly empowering experience.

Application: If you meet the requirements and are interested in this position please submit your application in English (résumé) along with a cover letter and your preferred salary range.

Equal Opportunity Statement

Diversity and inclusion are important to us and we’re constantly working to improve these aspects. At KLG and all our brands we don’t just accept our differences we fully support and celebrate them. We’re committed to equal‑opportunity employment regardless of race, colour, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender or gender identity or expression. We strive to be an equal‑opportunity workplace.

Remote work: No.

Employment type: Full‑time.

Key skills: Office Manager Experience, Microsoft Office, Customer Service, Computer Skills, Microsoft Outlook, Microsoft Word, QuickBooks, Medical office experience, Office Experience, Front Desk, Microsoft Excel, Administrative Experience.

Experience: years; Vacancy: 1.