Descripción de la oferta
In this dynamic role you will be the heartbeat of our head office ensuring smooth daily operations, a great employee experience and a welcoming environment for all. You’ll manage the flow of the office : greeting visitors, coordinating meetings and events, supporting onboarding, handling supplies and logistics, and keeping the workspace running efficiently. As the go-to person for staff and guests , you’ll play a key part in shaping a positive, organized and engaging office culture every day. As our Office Coordinator , your main responsibilities will focus on: Office Presence & Daily Operations – Serve as the main on-site contact for all office matters, ensuring smooth daily operations and a welcoming environment for all visitors. Office Readiness & Guest Experience – Ensure the office is tidy, prepared for client/leadership visits and that visitors receive a warm, professional welcome. Facilities Maintenance & Issue Resolution – Oversee general maintenance and issue resolution, coordinating with third-party vendors or service providers as needed. Vendor & Supplier Management – Manage contracts and relationships with external services (cleaning, courier, IT, travel, catering, etc.) ensuring continuity and quality. Supplies & Inventory Management – Monitor and restock all office materials, handle regular breakfast and fruit deliveries, conduct periodic office shopping and consider employee preferences. Office Cleanliness & General Upkeep – Ensure shared spaces (kitchen, fridge, common areas) meet cleanliness standards and promote employee responsibility. Security & Key Management – Act as the contact for alarm or security matters and manage key distribution for new joiners. Mail & Package Handling – Manage the reception and dispatch of office mail, packages and courier service. Event & Team Coordination – Plan and organize office events, celebrations and team gatherings; onboarding & offboarding support – assist with onboarding/offboarding tasks such as preparing access cards and coordinating office-related setup. Travel & Logistics Support – Support booking taxis or accommodation for visitors and staff when required. Documentation & Compliance – Maintain administrative and regulatory documentation (e.g. workplace safety, medical check-ups) as well as all office-related documents stored in secure locations. Internal Communications – Prepare general office communications and newsletters; Office Improvement & Employee Experience – Identify and implement enhancements to improve the workspace and overall employee experience. Support the HR and Finance Department – for some administrative tasks (account all invoices, reconcile Petty Cash, process employees’ expenses, etc.). Any ad-hoc tasks as required Qualifications 1-2 years of experience in office administration or coordination Positive, professional and adaptable attitude with strong problem-solving skills Excellent communication and interpersonal skills Strong organizational and multitasking abilities Proactive and able to handle a variety of situations independently Proficiency in MS Office Suite Well-presented and able to engage with colleagues at all levels Customer-focused with a passion for creating a positive office experience Fluency in Spanish and English ; other languages are a plus Additional Information What We Offer You Creative rewarding work where your impact is visible A dynamic, stimulating and fun work environment Half day off on your birthday Discounts in language courses Discounts on medical insurance Unlimited tea & coffee to fuel your day; Free breakfast on Mondays and fresh fruit on Thursdays Conditions Permanent contract Full time Office based job Schedule : Monday to Friday 8:00–17:30 Start date : ASAP Competitive Salary with Ticket Restaurant (Pluxee card) Our Office You will be based in our fantastic Eixample office in Barcelona , surrounded by a wide selection of restaurants and shops. Our diverse team and dynamic work environment make working at Kaplan a truly empowering experience. If you meet the requirements and are interested in this position please submit your application in English (résumé) along with a cover letter and your preferred salary range. Diversity and inclusion are important to us and we are constantly working to improve these aspects. We strive to be an equal-opportunity workplace. Remote Work : No Employment Type : Full-time Location : Barcelona, Spain #J-18808-Ljbffr
