Office Manager - part-time: 4 days pw

osapiens Holding GmbH; Madrid; On-site; EUR 26,000 - 34,000; Part time

Job summary

osapiens is seeking an Office Manager for Madrid, part-time (32 hours/week onsite). You will ensure day-to-day operations run smoothly, manage office services and vendors, and support local employee events while collaborating with regional and international teams.

This hands-on role requires strong organization, service orientation, and experience with Microsoft 365. Fluency in Spanish and English is essential in our dynamic, international environment.

Qualifications

• 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.

Responsibilities

• Office Operations & Facilities Management: Oversee the daily operations of the Madrid office; ensure a professional and fully operational environment; coordinate maintenance, repairs and cleaning; manage supplies and vendor relationships.
• Workplace Experience: Create a welcoming environment; coordinate local events with Marketing; manage meeting rooms and spaces; coordinate high-profile visits and onboarding tours.
• Administrative Support: Handle general office administration and correspondence; assist with invoicing, purchase orders, and budget tracking; maintain records and contracts.
• Health, Safety & Compliance: Support local health and safety regulations; coordinate emergency procedures; collaborate with People and Finance on local requirements.

Skills

Office Management

Workplace Operations

Facilities Coordination

Executive Support

Vendor Management

Microsoft 365

Spanish fluency

English fluency

Tools

Microsoft 365

Job description

Office Manager - part-time: 4 days pw

Department: Office & Operations Management

Employment Type: Permanent

Location: Madrid

Description

Location: Madrid, Spain. Work Model: Onsite. Part-time (32 hrs / 4 days pw). Employment Type: Part-time.

About osapiens
At osapiens, more than 550 talented minds unite around one mission: enabling sustainable growth for businesses worldwide. Founded in 2018 and headquartered in Mannheim, Germany, we have built the AI-driven osapiens HUB - a multi-tenant platform hosting 26 enterprise-grade solutions designed for cross-company collaboration, automation, and compliance. With offices across Europe and the US, we are shaping the future of scalable and secure business technology.

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 (4 days per week onsite), 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.