Office Manager

Arrive; Madrid; On-site; EUR 40,000 - 52,000; Full time

Job summary

Arrive is seeking an Office Manager for our Madrid office to ensure smooth operations and provide strategic oversight across Spain, including Barcelona. You will manage daily activities, vendor relations, safety protocols and event planning, maintaining an organised and welcoming environment for colleagues and visitors.

Your role spans governance, procurement, budgeting and cross-location coordination, with occasional travel to Barcelona as needed.

Qualifications

• At least 2 years in Office Manager, Facilities Manager or relevant admin roles.
• Good knowledge of Google Suite and Slack.
• Fluency in English and Spanish for daily interactions.
• Excellent verbal and written communication skills.
• Be flexible and on call on rare occasions.
• Strong organisational, multitasking, and problem-solving abilities.
• Excellent interpersonal skills across all levels.
• Experience managing vendors, negotiating contracts and ensuring compliance.
• Experience working in a global, international organisation.

Responsibilities

• Oversee daily Madrid office operations to maintain an organised, functional and welcoming environment.
• Act as central workplace lead for Spain, aligning standards across Madrid and Barcelona.
• Manage office supplies, equipment, cleaning, maintenance and security with vendors.
• Coordinate guest reception and ensure a high-quality visitor experience.
• Ensure health and safety compliance with local regulations and trainings.
• Plan local events, team-building, catering and office celebrations; support conferences.
• Partner with global Workplace & Facilities teams on cross-company initiatives.
• Develop local workplace guidelines, handbooks, intranet resources and onboarding materials.
• Handle budgeting, procurement and invoice processing with Finance.
• Manage day-to-day admin, mail, deliveries and local logistics.
• Support workplace expansion, moves or lease renewals as needed.

Skills

English fluency

Spanish fluency

Communication skills

Tools

Google Suite

Slack

Job description

We've signed up to an ambitious journey. Join us!

As Arrive, we guide customers and communities towards brighter futures and more livable cities, it isn't a challenge just anyone could take on. Luckily, we have something to help us make it happen. Our people and our values. We Arrive Curious, Focused and Together. Just as our entire brand is inspired by the North Star, the shining light leading travelers to their destinations since time began, our values guide us. They help us be at our best. For our customers. For the cities and communities we serve. For ourselves. As a global team, we are transforming urban mobility. Let's grow better, together.

The Role

The Office Manager will be responsible for ensuring the smooth operation of our Madrid office while providing operational oversight and support across our other locations in Spain, currently including Barcelona.

How to Make an Impact

• Office Operations & Environment: Oversee daily office operations in Madrid to maintain an organised, functional, and welcoming work environment

• Regional Oversight: Act as the central workplace lead for Spain, ensuring consistent operational standards, support, and alignment across regional offices (currently Barcelona), with occasional travel as needed.

• Vendor & Facilities Management: Manage office supplies, equipment, cleaning, maintenance, physical security, and facilities vendors to ensure top-tier service quality, compliance, and cost-effectiveness.

• Guest & Reception Services: Act as the primary point of contact for internal and external visitors, overseeing reception duties and ensuring an exceptional guest experience.

• Health, Safety & Compliance: Ensure office safety and compliance with local Spanish health and safety regulations, coordinating required trainings, inspections, drills, and emergency procedures.

• Event Planning & Community: Take the lead on organising local company events, social gatherings, team-building activities, catering, and office celebrations, while supporting regional teams during conferences and executive visits.

• Global Workplace Initiatives: Partner with global Workplace & Facilities teams to deploy cross-company initiatives, ensuring brand and workplace consistency across Spanish sites.

• Policies & Documentation: Develop, update, and maintain local workplace guidelines, office handbooks, intranet resources, and onboarding materials for new starters.

• Budgeting & Procurement: Manage office expense tracking, budget reconciliation, local procurement, and invoice processing in coordination with Finance.

• General Administration: Handle day-to-day office administration, including incoming/outgoing mail, deliveries, and local logistics.

• Ad-Hoc Projects: Support workplace expansion projects, office reorganisations, moves, or lease renewals as required.

Your Background

• At least 2 years of similar roles such as Office Manager, Facilities Manager, etc. or from similar roles in administration or service.

• Good knowledge and skills in Google Suite and Slack are highly desirable.

• Fluency in English and Spanish - English is our company language, but your daily interaction with colleagues and external suppliers will be in Spanish.

• Excellent verbal and written communication skills.

• Due to the nature of the role, as an Office Manager, you will need to be flexible and on call on rare occasions, e.g., for a security alarm call-out or to coordinate events. Of course, we respect work-life balance and think it's important that your working hours balance out on these particular occasions.

• Strong organisational, multitasking, and problem-solving skills with a proactive approach.

• Excellent interpersonal and communication skills to engage across all levels.

• Experience managing vendors, negotiating contracts, and ensuring compliance.

• Experience working in a global and international organisation.

About Arrive

Arrive, including brands like EasyPark, Flowbird, RingGo, ParkMobile and Parkopedia, is a leading global mobility platform. Present in over 90 countries and 20,000 cities, the company helps people and decision-makers make smarter decisions about urban mobility and ease the experience of travel worldwide. Arrive delivers a unique combination of the core ingredients to make cities more livable: from smart payments and optimized car parks to data-driven traffic reduction and support for reinvestment in public transport and green space. It's about more than function, it's about saving time and simplifying the experience of travel for everyone. Travel is more than a journey, it's how you Arrive.