Office Coordinator - Office Manager

Kaplan Languages Group; Barcelona; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

A leading language education provider in Barcelona seeks an Office Coordinator to manage day-to-day operations and ensure a welcoming environment. Responsibilities include greeting visitors, supporting onboarding, managing supplies, and organizing office events. Candidates should have 1–2 years of experience in office administration, strong organizational skills, and fluency in Spanish and English. This permanent, full-time role offers a dynamic work environment and competitive salary with additional perks.

Servicios

Half day off on your birthday

Discounts in language courses

Discounts on medical insurance

Unlimited tea & coffee

Free breakfast on Mondays

Fresh fruit on Thursdays

Formación

• 1–2 years of experience in office administration or coordination.
• Strong organizational and multitasking abilities.
• Positive, professional, and adaptable attitude.

Responsabilidades

• Serve as the main on‑site contact for all office matters.
• Ensure the office is tidy and prepared for client visits.
• Manage contracts and relationships with external services.

Conocimientos

Office administration

Problem-solving

Communication skills

Organizational skills

Multitasking

Customer-focused

Fluency in Spanish

Fluency in English

Proficiency in MS Office Suite

Descripción del empleo

Job Description

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.

Responsibilities

• Office Presence & Daily Operations – Serve as the main on‑site contact for all office matters, ensuring smooth daily operations and a welcoming environment for all visitors.
• Office Readiness & Guest Experience – Ensure the office is tidy, prepared for client/leadership visits, and that visitors receive a warm, professional welcome.
• Facilities Maintenance & Issue Resolution – Oversee general maintenance and order, resolving day‑to‑day issues and coordinating with third‑party vendors or service providers as needed.
• Vendor & Supplier Management – Manage contracts and relationships with external services (cleaning, courier, IT, travel, catering, etc.), ensuring continuity and quality.
• Supplies & Inventory Management – Monitor and restock all office materials, handle regular breakfast and fruit deliveries, conduct periodic office shopping, and consider employee preferences.
• Office Cleanliness & General Upkeep – Ensure shared spaces (kitchen, fridge, common areas) meet cleanliness standards and promote employee responsibility.
• Security & Key Management – Act as the contact for alarm or security matters and manage key distribution for new joiners.
• Mail & Package Handling – Manage the reception and dispatch of office mail, packages, and courier service.
• Event & Team Coordination – Plan and organize office events, celebrations, and team gatherings.
• Onboarding & Offboarding Support – Assist with onboarding/offboarding tasks such as preparing access cards and coordinating office‑related setup.
• Travel & Logistics Support – Support booking taxis or accommodation for visitors and staff when required.
• Documentation & Compliance – Maintain administrative and regulatory documentation (e.g., workplace safety, medical check‑ups), as well as all office‑related documents stored in secure locations.
• Internal Communications – Prepare general office communications and newsletters.
• Office Improvement & Employee Experience – Identify and implement enhancements to improve the workspace and overall employee experience.
• Support the HR and Finance Department for some administrative tasks (account all invoices, reconcile petty cash, process employees’ expenses, etc.).
• 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 in 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, 8:00–8:30 to 17:00–17:30h.
• 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.

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.

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, color, 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.