Office Manager

ALEA; Barcelona; Hybrid; EUR 36,000 - 52,000; Full time

Benefits offered by this job

Medical insurance

Gym with trainer

Sauna & hyperbaric chamber

Fresh fruit daily

Meal card

Transport package

Childcare allowance

Veg it discount

Flexible hours

Reduced August hours

23 holidays + 3 days

Hybrid work model

English classes

Parking near Barcelona

Team building events & workshops

Job summary

ALEA in Barcelona is seeking an Office Manager to ensure smooth office operations, oversee administrative functions, and foster a welcoming, productive workspace. You will manage supplies, coordinate facilities, organize events, and support onboarding while maintaining safety and cost controls.

The role offers a comprehensive benefits package, hybrid work, and opportunities to shape office culture in a dynamic team.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• 3+ years in office management, facilities management, or administrative roles.
• Proven experience in organizing events and managing vendor relationships.

Responsibilities

• Oversee daily office operations to ensure functionality and a pleasant atmosphere.
• Manage inventory and purchase office supplies, equipment, and furniture.
• Coordinate maintenance requests and repairs with facility providers.
• Ensure compliance with safety and security protocols and emergency plans.
• Act as main contact for office inquiries and support employees.
• Facilitate onboarding for new hires, workspace setup, IT distribution.
• Organize company events, meetings, and team-building activities.
• Develop and monitor the office operations budget and expenses.
• Oversee health, safety, and compliance programs and training.
• Establish and refine office procedures to improve efficiency.

Skills

Organizational skills

Communication skills

Problem solving

Attention to detail

Time management

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Office

Office management software

Budgeting software

Scheduling software

Expense management software

Job description

About the Job

The Office Manager is responsible for ensuring the smooth operation of the office environment, overseeing administrative functions, and creating a welcoming and efficient workspace. This role involves managing office supplies, handling facility-related issues, organizing events, and supporting employees with various administrative needs. The Office Manager plays a vital role in enhancing team morale, streamlining office processes, and maintaining a productive, organized office.

Key Responsabilities

1. Office Administration and Facility Management

   • Oversee daily office operations to ensure functionality, cleanliness, and a pleasant atmosphere.

   • Manage inventory and purchase office supplies, equipment, and furniture, ensuring availability and cost-effectiveness.

   • Coordinate maintenance requests and repairs with facility providers and troubleshoot issues as they arise.

   • Ensure compliance with safety and security protocols, including maintaining emergency plans and supplies.

     
     

2. Employee Support and Onboarding

   • Act as the main point of contact for all office-related inquiries, resolving issues and providing assistance to employees.

   • Facilitate the onboarding process for new hires, including workspace setup, IT equipment distribution, and introduction to office policies.

   • Support employees with travel arrangements, conference registration, and scheduling as needed.

     
     

3. Event Planning and Coordination

   • Organize and coordinate company events, team-building activities, and meetings, both on-site and off-site.

   • Manage logistics for events, such as catering, space booking, AV equipment, and transportation as required.

   • Develop and maintain relationships with vendors and negotiate contracts to optimize service quality and costs.

     
     

4. Budget Management and Cost Control

   • Develop and monitor the office operations budget, ensuring cost-effective practices and adherence to financial guidelines.

   • Track expenses, negotiate vendor contracts, and manage supplier relationships to maximize value.

   • Prepare monthly expense reports, reconciling with the finance department and identifying potential cost‑saving opportunities.

     
     

5. Health, Safety, and Compliance

   • Oversee adherence to health and safety regulations, including conducting risk assessments and emergency procedures.

   • Stay up-to-date on relevant legal requirements and implement policies to ensure office compliance with standards.

   • Manage safety programs, such as fire drills and first‑aid training, and act as the point of contact for emergencies.

     
     

6. Process Improvement and Documentation

   • Establish and refine office procedures and policies to increase efficiency and employee satisfaction.

   • Maintain organized records of vendor contracts, office expenses, and facility maintenance.

   • Regularly review office management processes and recommend improvements to streamline operations.

Required qualifications

Education:

• Bachelor’s degree in Business Administration, Operations Management, or related field preferred.

Experience:

• 3+ years of experience in office management, facilities management, or administrative roles.

• Proven experience in organizing events and managing vendor relationships.

Technical Skills:

• Proficiency in Microsoft Office Suite and office management software.

• Knowledge of budgeting, scheduling, and expense management.

Soft Skills:

• Excellent organizational and multitasking skills with a strong attention to detail.

• Ability to communicate effectively and build relationships with employees at all levels.

• Problem‑solving abilities to handle unexpected issues and prioritize tasks.

What We Offer

• A competitive salary package based on your experience.

• An impressive benefits package, focused on our culture of integral health that includes medical insurance, gym with personal trainer, sauna and hyperbaric chamber, and fresh fruit every day.

• Tax‑advantageous wage benefit: Meal card, transport package and other measures such as childcare allowance.

• Discount on Veg it (vegan meals) to order your lunch at the office.

• Flexible start and finish times.

• Reduced working hours in August.

• 23 holidays plus 3 extra days at disposal

• Hybrid Work Model.

• English classes

• Parking benefit for those who live outside of Barcelona.

• And what we are very proud of, you will join a young, motivated and powerful team with a great team culture. As it’s not all work, we maintain the team spirit with team building events, parties and workshops where you can enjoy our achievements. When you leave in the afternoon, you can join our paddle tennis games near the office.