People-First Office & Admin Lead | Hybrid, Flexible Hours

Tamarind Intelligence; Barcelona; Híbrido; EUR 38.000 - 52.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Private health insurance

Cobee flexible compensation

Flexible working hours

Hybrid work model

Descripción de la vacante

Qilimanjaro Quantum Tech is a Barcelona-based company seeking an Office Manager and Administrative Assistant to nurture a productive, welcoming workplace. You will be the first point of contact for visitors and a central hub for contracts, documentation and budget oversight.

The role reports to the Internal Operations Manager and collaborates with every team. It demands bilingual Spanish/English, strong organisation, and a proactive, people-first approach in a hybrid Barcelona office.

Formación

• Three or more years of experience in office management, reception or administrative roles
• A warm, attentive person who enjoys looking after others and being the welcoming face of the office
• Fluent in Spanish and English; Catalan strongly preferred
• Proven experience with contracts, document flows and well-organised filing systems
• Advanced command of Google Workspace, Slack and Notion, and the ability to pick up new tools quickly
• Comfortable owning a budget and reporting on it independently
• Strong organisation and attention to detail with the ability to juggle priorities
• Discretion in handling confidential information
• Eligible to work in Spain

Responsabilidades

• Office management: keep the office running and welcoming, be available, and be the go-to person for colleagues and visitors
• Welcome everyone who arrives and ensure they are well looked after
• Answer the telephone and the company inboxes; log and distribute deliveries and shipments
• Manage visitor access, badges and the log, and hand over access to new joiners
• Run daily office operations and liaise between internal teams and external suppliers
• Order and manage office supplies and maintain stock at appropriate levels
• Manage contracts and service agreements from quotes to invoices
• Keep facilities safe, functional and well maintained; perform inspections and manage keys and alarms
• Manage the office budget and track it month to month
• Manage seating, meeting-room bookings and use of shared spaces
• Ensure employees have equipment and resources, coordinating with IT
• Handle internal merchandising and welcome packs for new joiners
• Write and update office policies and procedures
• Support office growth projects such as refurbishments and moves
• Own aesthetics and cleaning standards of the office
• Administrative support: be the primary contact for administrative matters and handle contracts
• Organise, store and maintain fiscal and legal documents in compliance with data protection regulations
• Support preparation of justifications and official documentation for grants, audits and public bodies
• Process employee expense claims and keep insurance policies up to date
• Handle requests for official documentation within deadlines
• Manage general mailboxes and onboarding tasks
• Support onboarding to ensure new joiners have everything on day one
• Events and travel: organise internal events and catering
• Manage travel logistics and invoices; arrange restaurant bookings and meeting logistics
• Coordinate hospitality for visits to the office and conferences and fairs

Conocimientos

Office management

Reception

Administrative

People-facing

Herramientas

Google Workspace

Slack

Notion

Descripción del empleo

Qilimanjaro Quantum Tech is a Barcelona-based company seeking an Office Manager and Administrative Assistant to nurture a productive, welcoming workplace. You will be the first point of contact for visitors and a central hub for contracts, documentation and budget oversight.

The role reports to the Internal Operations Manager and collaborates with every team. It demands bilingual Spanish/English, strong organisation, and a proactive, people-first approach in a hybrid Barcelona office.