Job Description
The Operations Office Support Specialist is responsible for ensuring the smooth operation of office functions, including office management, administrative support, supplier coordination, HR assistance, and finance support, to maintain a high standard of service, safety, and efficiency within the company.
Key Responsibilities
- Coordinate daily office and reception operations to ensure a welcoming and organized workspace
- Manage office supplies, equipment, and deliveries within budget and timelines
- Oversee physical office security and access management
- Maintain business records, vendor documentation, contracts, and invoices
- Act as the main point of contact for suppliers and contractors, ensuring service standards are met
- Supervise facility-related tasks such as repairs, cleaning, and maintenance for safety compliance
- Support HR and People Ops with administrative tasks, onboarding logistics, and internal communications
- Assist with health and safety management across different areas and countries
- Support finance team with administrative tasks including invoice review, documentation collection, and expense tracking
Requirements
- Experience as a receptionist, office assistant, or administrator of at least 1 year.
- Fluency in Spanish and English, both written and spoken.
- A high school diploma or bachelor’s degree in business administration or a related field is preferred.
- Experience managing and cultivating supplier relationships.
- Skilled at anticipating team members needs.
- Tech savvy and comfortable with tools such as Google Workspace, Slack, ClickUp, etc.
- Ability to prioritize and find the best possible solution in fast-paced environments.
- Excellent time management skills with the ability to work well under pressure, complying with set deadlines, and being able to offer alternatives in case of delay.
- Ability to collaborate effectively with others in a group.
- Organizational and planning skills.
- Capacity to work from the office 5 times a week.
Benefits & Perks
Salary range not specified
Work schedule: capacity to work from the office 5 times a week
Work environment perks: multicultural working environment, international working experience
Office location in Madrid, Cork, and Valencia
Career growth through a development program with 360º feedback
Training including English classes, courses, and internal training
Mentoring program for both mentors and mentees
Wellbeing support via Zartis Wellbeing Hub and Kara Connect platform
Flexible benefits such as transport and restaurant allowances, private health insurance
Ready to Apply?
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