Office Manager - part-time: 20 hrs pw

osapiens; Madrid; Híbrido; EUR 12.000 - 19.000; A tiempo parcial

Descripción de la vacante

osapiens is seeking an Office Manager in Madrid to oversee day-to-day operations, coordinate facilities, and support employee events. The role combines onsite duties (Mon-Thu) with a flexible hybrid setup in a fast-growing international environment.

Requirements include 3+ years in office management, strong organizational skills, and fluency in Spanish and English. The position emphasizes hands-on service, vendor coordination, and cross-functional collaboration, with a part-time 20-hour workweek.

Formación

• 3+ years of experience in Office Management, Workplace Operations, or similar roles.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent interpersonal and communication skills in a fast-growing environment.
• Ability to work independently and proactively solve problems.
• Experience coordinating vendors and office services.

Responsabilidades

• Oversee daily Madrid office operations and ensure a professional, organized environment.
• Coordinate office maintenance, repairs, cleaning, supplies and vendor relationships.
• Support local employee events and collaborate with regional and international teams.
• Assist with invoices, PO processing, and budget tracking for the office.
• Maintain office records, contracts, and documentation.

Conocimientos

Organizational skills

Multitasking

Interpersonal communication

Independent work

Problem solving

Educación

3+ years of experience in Office Management

Herramientas

Microsoft 365

Descripción del empleo

Department: Office & Operations Management
Location: Madrid

Description

Location: Madrid, Spain
Work Model: 20 hours per week onsite.
Employment Type: Part-time
As the Office Manager, you will be the central point of contact for the Madrid office, ensuring day-to-day operations run smoothly and efficiently. You will create a welcoming and productive work environment, manage office services and vendors, support local employee events, and work closely with regional and international teams to maintain high workplace standards.
This is a part-time role, (20 hours pw), from 13:00-17:00. You would work a hybrid schedule with Mon-Thu onsite at our office in central Madrid, collaborating closely with our current (part-time) Office Manager.
This role requires a hands-on, service-oriented professional who thrives in a dynamic, fast-growing international environment and enjoys balancing operational excellence with employee engagement.

The Role

As the Office Manager, you will be the central point of contact for the Madrid office, ensuring day-to-day operations run smoothly and efficiently. You will create a welcoming and productive work environment, manage office services and vendors, support local employee events, and work closely with regional and international teams to maintain high workplace standards.
This is a part-time role where you would collaborate closely with our current (part-time) Office Manager.
This role requires a hands-on, service-oriented professional who thrives in a dynamic, fast-growing international environment and enjoys balancing operational excellence with employee engagement.

Your Responsibilities

Office Operations & Facilities Management

• Oversee the daily operations of the Madrid office.
• Ensure the office environment is professional, organized, and fully operational at all times.
• Coordinate office maintenance, repairs, cleaning services, and facility-related issues.
• Manage office supplies (including food & drink), equipment, inventory, and vendor relationships.

Workplace Experience

• Create a positive and welcoming environment for employees and visitors.
• Coordinate office events as well as local events (partnering with the Marketing team). As well as team gatherings, celebrations, and employee engagement activities.
• Ensure meeting rooms, collaboration spaces, and common areas are maintained to a high standard.
• Coordinating high-profile visits (i.e. ensuring any preparation needed is done, rooms booked, catering prepared as necessary).
• Coordinating office tours e.g. new joiners after onboarding.

Administrative Support

• Handle general office administration and correspondence.
• Assist with invoice processing, purchase orders, and office-related budget tracking.
• Maintain office records, contracts, and documentation.

Health, Safety & Compliance

• Support compliance with local workplace regulations and health & safety requirements.
• Coordinate emergency procedures and maintain workplace safety documentation.
• Partner with People and Finance teams on local administrative requirements.

Your Experience

• 3+ years of experience in Office Management, Workplace Operations, Facilities Coordination, Executive Support, or a similar role.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Excellent interpersonal and communication skills.
• Ability to work independently and proactively solve problems.
• Experience managing external vendors and service providers.
• Proficiency with Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint).
• Fluency in Spanish and English, both written and spoken.

Nice to have:

• Experience working in an international or fast-growing technology company.
• Familiarity with office budgeting and invoice management.
• Experience supporting employee engagement and workplace events.
• Knowledge of workplace health and safety requirements.

Join us for this and more...

• A purpose-driven mission with and for global industry pioneers in tackling complex challenges.
• Room for creativity through collaborative teamwork and an open communication culture.
• Fuel for your growth journey, both personally and professionally.
• Sustainable mobility options, promoting eco-friendly commuting solutions.
• Fun team events and outings with our global teams.
• Inspiring workspaces in Mannheim, Madrid and beyond.