Office Manager - Part time

We are Haufe and we are looking for an Office Manager to join our Operations team in Barcelona (HI! ️️️️)

This role will be the real Team Support. The one who will do the magic to make everything work at the Office and ensure that all employees feel comfortable working from home!

But wait... what is it like to work in Haufe like? We’ve asked to one of our Senior Engineers, to describe his experience in our company so far : ‘’I’ve been working in Haufe for the last 3 years and I’m currently enjoying the best experience in my professional career not only for the tech practices we apply but for the way I feel treated by the company and my experience as an employee’ .’’

At Haufe, you’ll find the ambition and drive of a startup, but with the solid foundation of the leader in organizational development that we are, with more than 2,600 people working with us worldwide.

What will you be doing?

• Office Operations : Ensure that the Barcelona office runs smoothly and keeps an inspiring and dynamic working atmosphere. Make sure all rooms run well and fix it with IT in case there’s any issue. Keep the office organized by managing our cleaning service.
• Support HR in admin tasks that might need alignment with some external partners Onboardings : Manage office access cards and update the inventory of equipment and welcome packs for the onboardings, book flights and apartment in case of relocation.
• Office Vendors : Purchase office supplies, materials, and equipment; Coordinate office services and manage vendor relationships with them : Physiotherapist, fruit delivery, breakfasts, and food orders when needed, weekly purchase of kitchen supplies, etc...
• Health & Safety : Ensure all H&S requirements are met, create and organize the Emergency Team, organize the Self-protection training among employees & organize the yearly medical check-ups.
• Visitors : Coordination with the building’s security to give access to all employees and visitors.
• IT : Coordinate and support the IT Team in Freiburg (where our HQ is located) with the IT stock in the Barcelona Office.
• Team Events : Own the organization of the office events and team buildings : Xmas party & BBQ day! Manage and help our teams to book and secure team-building activities during the year.
• Travel : Give support to all employees in travel arrangements in our Travel Booking system and make sure they receive all the confirmations on time.
• Work From Home : Help employees set up the perfect home office.
• Support Finance : Follow up suppliers’ invoices and track their details and information on our database

What are we looking for

• Excellent communication (verbal and written) and interpersonal skills, especially in English, are a must, but we also expect you to be fluent in Spanish
• A team player, confident and outgoing
• Comfortable working with software…. Especially Excel
• Must have exceptional attention to detail, natural planner, be super organized, and be service-oriented
• Background experience in office management or a relevant role in an international environment
• Excited about the contribution you can make to Haufe and the teams
• A “Go-get-it”, versatile, and resourceful person
• Enthusiastic, highly motivated, bringing positive energy

What you'll get

Of course, there’s a tennis table, great coffee, and snacks. You’ll get a brand-new MacBook Pro and yes, nice colleagues. But that’s not all!

• Flexible benefits plan, company-paid private health insurance, and a sponsored gym membership.
• Not in Barcelona yet? We help you hit the ground running. We’ll assist you with your relocation, from apartment to paperwork.
• Opportunity to develop your talent with a goal-oriented team.

Location and office services ️

While we embrace a hybrid work culture and offer plenty of flexibility, this role is primarily office-based. You’ll be working from our brand-new office located in the beautiful area of Poble Nou in Barcelona.

Monday, you will find fresh fruit in the kitchen , Tuesday’s you will have the chance to get a physiotherapist session for 30 mins. If you enjoy breakfast, Wednesdays are for you ! Thursdays and Fridays are made for the ones who enjoy a chill office !

What does the Recruitment Process look like? ️

2. We review every application, and if you catch our eye, we’ll email you to schedule a first phone call. This call’s purpose is to see if the job matches your expectations and skills. If we are aligned on the search, we will schedule the first interview HR & Cultural fit, which is paramount for us, you’ll be meeting some members of the company to see if we have matching cultures and values. This is a moment to be yourself!

3. You will be able to show your Office Manager skills through a case study

4. On your second call, we would love to meet you in person and show you our office! You will have the opportunity to meet your future team members, who will evaluate your skills and your candidature for this specific role. This is the moment to ask about the specific tasks of the job and share with us your case study proposal. This is the moment to shine as the professional you are!

5. On your last interview, probably in the same space / day as the previous one, you’ll speak to our Hiring Manager. He will discuss the possible future and role at the company, your goals... and set match the path we have in mind for the role at Haufe.

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