Operations Assistant

Jobgether; España; Remote; EUR 24,000 - 32,000; Full time

Benefits offered by this job

Remote-first flexibility

International collaboration

Professional development

Career progression

Supportive team culture

Team events and experiences

Entrepreneurial environment

Technology-driven workplace

Job summary

Jobgether in Spain seeks an Operations Assistant for a partner company, joining a remote-first, international team. You will handle travel coordination, events, vendor management, onboarding/offboarding, and finance admin, ensuring accuracy, cost control, and efficient operations.

Collaborating across People Ops, Finance and IT, you will own bookings and documentation, monitor budgets, improve processes, and support teams with proactive, detail‑oriented execution in a fast-growing technology

Qualifications

• Experience in administrative, operations, travel coordination, logistics, or similar support role.
• Strong organizational and time-management skills.
• Excellent attention to detail and documentation
• Proactive, resourceful, solution-oriented approach.
• Fluent in English with professional communication skills.
• Ability to work independently and manage multiple priorities.
• BYOD and confidentiality awareness.

Responsibilities

• Coordinate end-to-end business travel arrangements with cost control.
• Organize events, team offsites, and internal gatherings with vendors.
• Liaise with suppliers to obtain quotes, manage bookings, and resolve issues.
• Maintain booking records and track operational expenses within budgets.
• Serve as primary contact for travel and logistics inquiries.
• Support onboarding/offboarding with documentation and equipment arrangements.
• Assist with contracts, offer letters, and SOWs as needed.
• Provide finance admin support including invoices and expense claims.

Skills

Travel coordination

Vendor management

Organizational skills

Time management

Attention to detail

Communication

Proactive problem solving

Tech-savvy / spreadsheets

Independent work

Tools

Spreadsheets

HRIS

Expense platforms

Travel booking tools

Electronic signatures

Job description

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Operations Assistant based in Spain.

The Operations Assistant will play a key role in ensuring smooth day-to-day business operations within a fast-growing, international, and remote-first environment. This position combines travel coordination, event planning, vendor management, and administrative support across People Operations, Finance, and internal systems. You will take ownership of bookings, logistics, documentation, and operational requests, helping teams work efficiently while maintaining accuracy and cost control. Working closely with the Operations team and colleagues across different regions, you will resolve challenges proactively and ensure every detail is handled with care. You will also contribute to employee onboarding and offboarding, financial administration, and the continuous improvement of internal processes. This is an exciting opportunity for an organized, resourceful professional who enjoys taking initiative, collaborating across functions, and growing within an entrepreneurial, technology-driven organization.

Accountabilities:

• Coordinate end-to-end business travel arrangements, including flights, accommodation, ground transportation, and detailed itineraries, ensuring smooth and cost-effective travel experiences.
• Organize company events, team offsites, office days, and internal gatherings, managing venue selection, catering, supplier coordination, schedules, and logistical requirements.
• Liaise with vendors and service providers to obtain quotations, compare options, manage bookings, place orders, monitor deliveries, and resolve any issues promptly.
• Maintain accurate booking records, track operational expenses, and ensure travel, event, and purchasing arrangements remain within approved budgets.
• Serve as the primary contact for employee travel and logistics enquiries, providing timely support and proactively addressing last-minute changes or unexpected challenges.
• Support employee onboarding and offboarding by coordinating documentation, equipment arrangements, system access requests, and other administrative requirements.
• Assist with the preparation and maintenance of employment contracts, offer letters, contract addendums, Statements of Work (SOWs), and other operational documents.
• Provide finance administration support by organizing invoices, processing expense claims, maintaining receipts, and assisting with payroll preparation when required.
• Maintain accurate employee records, leave trackers, operational databases, booking information, and internal documentation, ensuring confidentiality and data integrity.
• Support the Operations team with general administrative tasks, follow established procedures, and coordinate activities across different business functions.
• Identify opportunities to streamline workflows, improve administrative processes, and increase operational efficiency through better organization, digital tools, and automation.
• Collaborate with colleagues across geographical locations, ensuring clear communication, reliable follow-through, and consistent operational support.

Requirements:

• Previous experience in an administrative, operations, travel coordination, logistics, or similar support role, ideally in a fast-paced business environment.
• Strong organizational and time-management skills, with the ability to manage multiple requests, competing priorities, and deadlines effectively.
• Excellent attention to detail and a commitment to maintaining accurate records, documentation, bookings, and financial information.
• A proactive, resourceful, and solution-oriented approach, with the ability to anticipate operational needs, resolve problems, and adapt to last-minute changes.
• Strong written and verbal communication skills, including fluency in English and the ability to communicate professionally with employees, vendors, suppliers, and other stakeholders.
• Confidence coordinating external service providers, negotiating practical arrangements, comparing quotations, and ensuring timely delivery of services.
• Proficiency with spreadsheets, shared databases, and digital collaboration tools, with the ability to learn new systems quickly.
• Ability to work independently, take ownership of responsibilities, follow tasks through to completion, and exercise sound judgment without constant supervision.
• Discretion and professionalism when handling confidential employee information, employment documentation, and financial records.
• Flexibility and willingness to support different areas of business operations as organizational needs evolve.
• Experience coordinating international travel, corporate events, or team offsites is an advantage.
• Familiarity with HR information systems (HRIS), expense management platforms, travel booking tools, and electronic signature solutions is desirable.
• Previous experience in a startup, digital agency, or remote-first organization is beneficial.
• An interest in process improvement, automation, and developing more efficient ways of working is a plus.
• Must have the legal right to work in the relevant location, as visa sponsorship is not available. Contractors must provide proof of incorporation and valid insurance where applicable.
• Willingness to use personal equipment under a bring-your-own-device (BYOD) policy and provide identity verification and professional references if requested.

Benefits:

• Remote-first flexibility: Work remotely from a location where you can perform at your best, subject to the role's geographical and work authorization requirements.
• International collaboration: Work with colleagues across Europe, the United States, and other regions in a globally connected environment.
• Professional development: Gain exposure to multiple business functions, develop transferable operational skills, and learn through new challenges and responsibilities.
• Career progression: Opportunities to take ownership of projects, expand your responsibilities, and develop your career as the organization grows.
• Supportive team culture: Join a collaborative, people-focused environment that encourages teamwork, initiative, and shared success.
• Team events and experiences: Participate in company meetups, events, and team gatherings designed to strengthen relationships and celebrate achievements.
• Entrepreneurial environment: Contribute ideas, improve processes, and make a tangible impact on the efficiency of everyday operations.
• Technology-driven workplace: Gain experience working with digital tools and modern operational systems in a fast-growing technology and marketing services environment.