Office Manager

BAA Training; Madrid; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

An international training company is seeking a proactive candidate to join their service operations team in Madrid. This role involves providing high-quality service to clients, managing office operations, and coordinating travel arrangements. Ideal candidates will have a minimum of one year of experience in client service or office management, effective communication skills in English and Spanish, and the ability to multitask in a dynamic environment. The company offers health insurance, pension contributions, and a wellness program.

Servicios

Health insurance after 3 months

Pension fund contribution for seniority

Work from home options

Additional holiday days for loyalty

Wellness Day

Entertainment flight with training simulator

Convenient parking space

Extensive onboarding plan

Formación

• Minimum one year of experience in client service or office management in an international environment.
• Experience coordinating business travel, including flights and accommodation.
• Comfortable using document systems and shared inboxes.

Responsabilidades

• Provide high-quality service to internal and external clients.
• Coordinate daily office activities to ensure smooth operations.
• Manage business travel arrangements for employees and clients.

Conocimientos

Client service experience

Office management

Multitasking

Analytical thinking

Time management

Effective communication in English

Effective communication in Spanish

Herramientas

Microsoft Office 365

Descripción del empleo

This is a great opportunity to join our service operations team and support both employees and clients at the BAA Training office in Barcelona. BAA Training operates internationally, with offices in Vilnius (Lithuania), Barcelona and Lleida (Spain), Paris (France), Ho Chi Minh City (Vietnam) and Delhi and Bangalore (India). Aviation is a fast-paced and truly multicultural environment. If you are proactive, enjoy communicating in English, like meeting people from different cultures, and are curious about aviation, we would be happy to hear from you.

We promise a highly challenging field and wide scope of responsibilities, which will initially cover :

Client & Office Service

Providing high-quality service to internal and external clients, ensuring a consistent and professional customer experience

Acting as the first point of contact for office and client matters, owning and redirecting requests as needed

Handling incoming internal and external enquiries via email and other communication channels

Organizing and coordinating internal events and team activities

Office Operations & Facilities

Coordinating daily office activities to ensure smooth operations and compliance with company policies

Ensuring office facilities, meeting rooms, and common areas (including the kitchen) are operational, clean, and presentable

Owning office premises, conducting regular cleanliness and facility checks, and handling urgent issues

Travel & Supplier Management

Managing business travel arrangements for employees and clients, including booking flights and accommodation

Managing service suppliers, including hotels and travel providers, ensuring cost effective agreements

Administration & Cost Handling

Managing and administering documents through internal systems

Managing office supplies, monitoring stock levels, and placing orders when needed

Managing office and service invoices, including verification and uploading to internal systems

Coordination & Systems

Cooperating with office management teams in Lithuania and France to ensure alignment and continuity

Using company IT systems to support and ensure smooth office management processes

Working according to approved company processes and procedures

Continuous Improvement & Contribution

Participating in daily meetings based on Lean principles

Contributing to short-term and long-term goals in line with company objectives

Performing other duties and responsibilities assigned by the direct manager

We dream about a team member who :

Has at least one year of experience in client service, office management, or administration, in an international environment

Is comfortable with Microsoft Office 365, has experience with document systems or shared inboxes

Uses English confidently at an effective operational level and communicates comfortably in Spanish

Works independently, is self-motivated, and takes ownership of responsibilities

Manages multiple tasks and priorities in a dynamic, international setting

Demonstrates analytical thinking and good time management

Has experience coordinating business travel, including flights and accommodation

Willingly shares knowledge and supports team collaboration

Maintains a respectful, positive, and service-oriented attitude

Is eager to learn and interested in aviation and an international workplace

What we offer you :

A health Insurance package after 3 months working for the Company.

Contribution to your pension fund for seniority

Work from home in compliance with company policy.

Additional holiday days for loyalty after 2 years of work for Company.

A Wellness Day to take care of yourself and a Birthday Day to celebrate.

Mental gym to support your emotional wellbeing from Mindletic.

An entertainment flight with a full flight aviation training simulator.

Contemporary and convenient office space in municipality of Gava in Barcelona.

Convenient parking space at the company campus.

Extensive on boarding plan to ease your integration into the company.

An international and multicultural environment in vibrant industry with plenty of challenges to achieve

Opportunities to grow, if you're motivated to develop your career, we have plenty of real examples to prove it's possible.