Office Manager

myGwork - LGBTQ+ Business Community; Barcelona; Presencial; EUR 30.000 - 45.000; Jornada completa

Descripción de la vacante

Join an inclusive employer as an Office Manager in Barcelona, providing essential support to office functions. Responsibilities include managing office operations, overseeing reception, handling supplies, supporting events, and ensuring smooth organisational processes. Ideal candidates possess strong communication skills in both Spanish and English, alongside proficiency in Microsoft Office.

Formación

• Educated to baccalauréat or equivalent.
• Excellent communication skills in Spanish and English.
• Advanced knowledge of Microsoft Office programs.

Responsabilidades

• Manage reception, phone calls, and mail.
• Oversee office facilities and supplies.
• Coordinate events and internal meetings.

Conocimientos

Communication skills

Time management

Problem solving

Educación

Baccalauréat or equivalent

Herramientas

Microsoft Office

Descripción del empleo

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This job is with Beazley, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

Resumen

Job Title : Office Manager - Barcelona

Division : Commercial Management

Reports To : As per Beazley’s organisation chart

Key Relationships : Team members, brokers, support staff, other staff members, external clients and suppliers.

Job Summary : To provide comprehensive office support to the Office

Key Responsibilities

Office Support

• Oversight and management of reception, phone calls, incoming / outgoing post, Beazley Spain email inbox and meet and greet visitors
• Overview of office facilities & management of any arising situations, repairs, liaison with landlord, sub-contractors
• Maintain and order office supplies including stationery, snacks, fruit. Management of supplier invoices
• Co-ordination with the London facilities management team; local management of, server room, access badges, parking badges, video conference equipment and point of contact for maintenance company
• General housekeeping duties around the office & overall facilitate the smooth running of the office
• Practical support for all internal & external visitors (access, taxis, hotels, lunches, restaurant bookings)
• Central local point for all first aid matters, training, fire exercises
• Assistance with Country Manager’s monthly expense submission
• General administrative support to the Country Manager
• Coordination with local travel provider and assist with any booking difficulties

Ensuring all documentation relating to office processes, procedures and contact details are kept up to date

Culture and People

• Central local point for all new joiners, overseeing onboarding & practical arrival
• Coordination with P&S regarding tracking of annual leave, sick days
• Local management of luncheon cards
• Assistance with payment of local invoices and ordering legal documents

Events

• Event planning (research vendors, assist with invites / rsvp tracking, attend planning meetings, etc), including attendance / ground support on the day of the event
• Exec visits : Liaise with PA’s / EA’s, set-up meetings, assist in planning
• Booking of caterers for internal events
• Assistance with managing the local social budget
• Running office social event & activities and sending office communications

IT support

• Represent Barcelona Office as a member of the IT advocate team and communicate any relevant updates to the team
• Central local point for all IT matters; IT onboarding for new joiners
• Maintain IT inventory list
• Assist team by liaising with IT when required.

General

At Beazley we are committed to doing the right thing because it is the right thing to do. It is important that within all your interactions both internally and externally you adhere to this principle through adoption of Beazley’s core values and behaviours - PIED and Being Beazley.

• Adopt the Beazley culture of Professionalism, Integrity, Effectiveness and Dynamic that contributes to an internal environment of teamwork and promote a positive brand image and experience to our external customers.
• Comply with Beazley procedures, policies and regulations including the code of conduct. Undertake training on Beazley policies and procedures as delivered by your line manager, the People and Sustainability development or assurance teams (compliance, risk, internal audit) either directly, via e-learning or the learning management system.
• Display business ethics that uphold the interests of all our customers.
• Ensure all interactions with customers are focused on delivering a fair outcome, including having the right products for their needs.
• Comply with any specific responsibilities necessary for your role as outlined by your line manager, the People and Sustainability or assurance teams (compliance, risk, internal audit) and ensure you keep up to date with developments in these areas. This may include, amongst others, Beazley’s underwriting control standards, Beazley’s claims control standards, other Beazley standards and customer relationship management.
• Carry out additional responsibilities as individually notified, either through your objectives or through the learning management system. These may include membership of any Beazley committees or working groups.

Personal Specification

Education and Qualifications

• Educated to baccalauréat, graduate or equivalent

Skills And Abilities

• Excellent communication skills, both verbal and written (Spanish and English)
• Advanced in all Microsoft Office programs
• Motivational skills, team worker as well as able to work on own initiative
• The ability to manage time, meet deadlines and prioritise
• Excellent understanding of organisational processes

Aptitude and Disposition

• Outcome focussed, self-motivated, flexible and enthusiastic
• Professional approach to successfully interact with managers / colleagues and external suppliers
• Completes work to deadline
• Proactive
• Information seeking
• Initiative
• Problem solving
• Time management
• Relationship building

Seniority level

Seniority level

Entry level

Employment type

Employment type

Full-time

Job function

Job function

Administrative

Insurance

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